Placing Orders in the Mobile App

Introduction

The ARMOR mobile application brings the power of Order Management to field technicians, site managers, and administrators who need to create orders while on-site with assets. The mobile interface is optimized for speed, simplicity, and offline capability, allowing users to document service needs, capture photos, and submit orders even in locations with limited network connectivity. This article provides comprehensive guidance on creating parts, service, and capital orders using the ARMOR mobile app on iOS and Android devices.

Mobile order creation is particularly valuable for field personnel who discover maintenance needs during site visits, inspections, or emergency response situations. The app streamlines the order process by leveraging device capabilities like camera, GPS, and voice input.

Prerequisites

Mobile App Installation

Before creating orders on mobile, ensure the ARMOR mobile app is installed and configured:

Platform	Installation Method	Minimum Version
iOS	Download from Apple App Store (search "ARMOR Asset Management")	iOS 13.0 or later
Android	Download from Google Play Store (search "ARMOR Asset Management")	Android 8.0 (Oreo) or later

After installation:

1. Launch the app and tap Sign In.
2. Enter your organization's ARMOR URL (e.g., yourcompany.armordata.com).
3. Log in with your ARMOR username and password.
4. Grant permissions for camera, location, and notifications when prompted.
5. Wait for initial data sync to complete (downloads asset inventory, vendor list, and recent orders).

Required Permissions

Mobile order creation requires the same permission levels as web-based orders:

Permission Level	Can Create Orders in Mobile App?	Order Types
Admin	Yes	Parts, Service, Capital
Manager	Yes	Parts, Service, Capital
Technician	Yes (if enabled)	Parts, Service (Capital may be restricted)
Viewer	No	N/A

If you don't see the "Create Order" option in the app, your account may not have the necessary permissions. Contact your administrator.

Network Connectivity

The ARMOR mobile app supports three connectivity modes:

Mode	Description	Order Creation Behavior
Online	Active cellular or Wi-Fi connection	Orders are submitted immediately to the server and sent to vendors in real-time
Offline	No network connection	Orders are saved locally on the device and queued for submission when connectivity is restored
Low Connectivity	Weak or intermittent connection	Orders are submitted when possible; photos may be uploaded later

The app automatically detects connectivity status and displays an indicator in the top navigation bar (e.g., "Online" in green, "Offline" in red, "Syncing" in yellow).

Accessing the Mobile Order Creation Interface

Method 1: From the Main Menu

1. Open the ARMOR mobile app.
2. From the home screen, tap the Menu icon (three horizontal lines, usually in the top left).
3. Tap Orders to view the order management dashboard.
4. Tap the + Create Order button (usually a floating action button in the bottom right corner).
5. The order creation form opens.

Method 2: From Asset Detail View

1. Navigate to an asset using one of these methods:
   • Map View: Tap Assets from the main menu, then tap an asset marker on the map.
   • List View: Tap Assets, then tap List, search or scroll to find an asset, and tap its name.
   • Search: Use the search bar at the top of the app to find an asset by name or serial number.
   • QR Code/Barcode Scan: Tap the scan icon and scan an asset's QR code or barcode tag.
2. The asset detail page opens.
3. Tap the Actions button (three vertical dots or gear icon).
4. Select Create Order from the actions menu.
5. The order creation form opens with the asset pre-selected.

Method 3: Quick Action from Home Screen

On some ARMOR mobile app configurations, you can long-press the app icon on your device's home screen to access quick actions:

1. Long-press the ARMOR app icon.
2. A menu appears with shortcuts: "New Order," "View Alerts," "Scan Asset."
3. Tap New Order.
4. The order creation form opens.

Mobile Order Form: Field-by-Field Guide

Field 1: Order Type

The mobile form begins with large, tappable buttons for order type selection:

Order Type	Icon	Description
Parts	? (wrench or gear icon)	Order replacement parts or components
Service	? (person or tool icon)	Request labor, maintenance, or repairs
Capital	?️ (building or equipment icon)	Request new equipment or major capital expenditure

Tap the appropriate button. The selected button highlights with a colored border or background.

Field 2: Select Asset

After selecting the order type, the asset selection field appears. This is the most important field because it drives vendor auto-selection.

Option A: Search for Asset

1. Tap into the Asset field.
2. Begin typing the asset name, serial number, or site name.
3. A filtered list of matching assets appears below the search box.
4. Tap the correct asset to select it.
5. The asset's details (manufacturer, model, site, location) appear below the selection.

Option B: Scan Asset QR Code or Barcode

1. Tap the Scan Asset icon (usually a camera or QR code icon next to the asset field).
2. The device's camera opens with a scanning overlay.
3. Point the camera at the asset's QR code or barcode tag.
4. The app automatically detects and decodes the code.
5. The asset is selected, and its details appear.

Option C: Select from Recent or Nearby Assets

1. If the asset field is empty, a list of suggestions may appear, including:
   • Recent Assets: Assets you've recently viewed or worked on.
   • Nearby Assets: Assets within a certain radius of your current GPS location (if location services are enabled).
2. Tap an asset from these suggestions to select it.

Mobile-Specific Tip: The app remembers your last selected asset, so if you're creating multiple orders for the same asset (e.g., parts order followed by service order), the asset may be pre-filled.

Field 3: Vendor (Auto-Selected)

Once you select an asset, the app automatically performs vendor resolution:

• The system evaluates the asset's tags against all active vendors' filtering rules.
• The highest-priority matching vendor is automatically selected.
• The vendor's name and contact email appear in the Vendor field.

To Change the Vendor:

1. Tap the Vendor field.
2. A list of all available vendors appears, sorted by priority.
3. Tap a different vendor to select it.
4. A confirmation message may appear: "This vendor does not match the asset. Continue?" Tap Yes to proceed.

If No Vendor Is Auto-Selected:

• The vendor field displays "No vendor available" or "Select vendor manually."
• Tap the field to view all vendors and select one manually.
• This indicates that the asset's tags don't match any vendor filtering rules—contact your administrator to configure vendor rules for this asset type.

Field 4: Order Description

The description field on mobile is optimized for quick input using multiple methods:

Option A: Type Description

1. Tap into the Description field.
2. The device's keyboard appears.
3. Type a clear, detailed description of what needs to be ordered or serviced.

Option B: Voice Input (Speech-to-Text)

1. Tap the microphone icon on the keyboard (typically in the bottom row).
2. Speak your order description clearly: "Generator requires emergency service. Failed to start this morning. Error code E-47 showing on display. Please diagnose and repair as soon as possible."
3. The app transcribes your speech to text in real-time.
4. Review the transcription for accuracy and edit as needed.

Option C: Use a Template (If Configured)

1. Tap the Templates icon (if available, usually a document or list icon).
2. A list of pre-configured order description templates appears (e.g., "500-Hour PM," "Emergency Repair," "Parts Order - Filters").
3. Select the most appropriate template.
4. The template text populates the description field.
5. Edit the template as needed to add specific details.

Mobile Best Practices for Descriptions:

• Be concise but complete. Mobile descriptions are often read on small screens, so prioritize clarity.
• Use bullet points or short sentences: "• Generator failed to start. • Error code E-47. • Requires immediate service."
• If voice input produces errors, edit carefully before submitting.
• For parts orders, use the camera to photograph part labels and include part numbers in the description.

Field 5: Attach Photos

One of the mobile app's greatest advantages is the ability to capture and attach photos instantly. The app typically allows up to 5-10 photos per order.

To Attach Photos from Camera (Take New Photos):

1. Tap the Add Photo button (camera icon).
2. A menu appears: "Take Photo" or "Choose from Library."
3. Tap Take Photo.
4. The device's camera opens.
5. Point the camera at the asset, part label, error display, or damage you want to document.
6. Tap the shutter button to capture the photo.
7. Review the photo. Tap Use Photo to attach it, or Retake if needed.
8. The photo appears as a thumbnail below the Add Photo button.
9. Repeat to attach additional photos.

To Attach Photos from Device Library:

1. Tap the Add Photo button.
2. Tap Choose from Library.
3. Your device's photo library opens.
4. Select one or more photos (most apps allow multi-select by tapping multiple images).
5. Tap Done or Select.
6. The selected photos appear as thumbnails in the order form.

Photo Management:

• Preview: Tap a thumbnail to view the full-size photo.
• Delete: Tap and hold a thumbnail (or tap the "X" icon) to remove it from the order.
• Reorder: Some apps allow you to drag thumbnails to reorder them.

Photo Best Practices:

• Capture Part Labels: Photograph nameplates, part numbers, and serial numbers to help vendors identify the exact component needed.
• Document Damage: Take close-up photos of leaks, cracks, corrosion, or wear.
• Show Error Displays: Capture control panel screens showing error codes or fault messages.
• Provide Context: Include a wide-angle shot showing the asset's location or overall condition.
• Use Good Lighting: Ensure photos are well-lit and in focus. Blurry or dark photos are unhelpful to vendors.
• Annotate (If Available): Some mobile apps allow you to draw on photos or add text annotations to highlight specific areas.

Offline Photo Handling:

• If you create an order offline, photos are stored locally on your device.
• When connectivity is restored, the app automatically uploads photos as part of the order submission.
• Large photos may be compressed to reduce upload time and data usage.

Field 6: Priority/Urgency

Some mobile order forms include a priority selector:

Priority	Visual Indicator	Use Case
Emergency	Red badge or exclamation mark	Asset down, immediate response needed
Urgent	Orange badge	Service needed within 1-3 days
Normal	Yellow or neutral badge	Routine maintenance
Low	Green badge	Non-critical, flexible timing

Tap the appropriate priority button. Emergency orders may trigger additional notifications or escalation workflows.

Field 7: Requested Service Date (Service Orders)

For service orders, you can request a preferred service date:

1. Tap the Requested Service Date field.
2. A date picker appears.
3. Scroll or swipe to select the desired date.
4. Tap Done or Confirm.
5. The selected date appears in the field.

On mobile, date selection is typically faster using native picker controls compared to web-based calendar interfaces.

Field 8: Enable Maintenance Mode (Service Orders)

If the service order will require asset shutdown or may trigger alarms, enable maintenance mode:

1. Locate the Enable Maintenance Mode toggle switch.
2. Tap the switch to turn it on (the switch slides to the right and changes color, typically to blue or green).
3. A confirmation message may appear: "Maintenance mode will suppress alerts for this asset during the service window."
4. Tap OK.

Maintenance mode prevents false alarms during intentional shutdowns, diagnostics, or testing.

Field 9: Location and GPS Data (Automatic)

If location services are enabled on your device, the mobile app automatically captures your GPS coordinates when you create an order. This data is useful for:

• Verifying that you were on-site when the order was created.
• Associating the order with the correct site or asset (especially useful for multi-site organizations).
• Providing location context to vendors (e.g., "Order created from GPS coordinates matching Boston site").

GPS data is typically not visible in the order form but is recorded in the order's metadata and visible to administrators.

Field 10: Internal Notes (Optional)

Some mobile order forms include an Internal Notes field (expandable or accessible via a "More Options" button):

1. Tap Add Internal Notes or More Options.
2. Enter notes that are visible only to your organization (not to the vendor).
3. Examples: "Approved by site manager verbally," "Budget code: MAINT-2025-Q4," "Follow-up to incident on 2025-11-10."
4. Tap Save or collapse the section to return to the main form.

Submitting the Order

Review Summary Screen

Before final submission, some mobile apps display a review summary:

• Order type
• Asset name and location
• Vendor name and contact
• Description preview
• Number of attached photos
• Priority level

Review all details for accuracy. Tap Edit to go back and make changes, or tap Submit Order to proceed.

Submission Process

If Online:

1. Tap the Submit Order button.
2. A loading indicator appears: "Submitting order..."
3. Photos are uploaded (if any).
4. The order is created on the server.
5. A confirmation message appears: "Order [ORDER-ID] created successfully."
6. You're returned to the order list or asset detail page.

If Offline:

1. Tap the Submit Order button.
2. A message appears: "You are offline. This order will be saved locally and submitted when connectivity is restored."
3. Tap OK.
4. The order is saved in the app's "Pending Submission" queue.
5. A notification icon appears in the app's top bar indicating pending uploads.
6. When you regain connectivity, the app automatically submits the order in the background.
7. You receive a notification: "Order [ORDER-ID] submitted successfully."

If Low Connectivity:

1. Tap Submit Order.
2. The app attempts to submit the order immediately.
3. Order details (text) are uploaded first.
4. Photos are queued and uploaded when bandwidth allows.
5. You may see: "Order submitted. Photos will upload in the background."

After Submission: Order Tracking on Mobile

Viewing Your Orders

To track orders you've created:

1. From the main menu, tap Orders.
2. The order list displays all orders, sorted by date (most recent first).
3. Use filters at the top to show:
   • My Orders: Orders you created
   • All Orders: All orders in your organization (if you have permission)
   • By Status: Pending, Approved, Sent, In Progress, Complete, etc.
   • By Asset: Orders for a specific asset
4. Tap an order to view full details.

Order Detail View on Mobile

The order detail screen shows:

• Order ID: e.g., SVC-127
• Status: Current status with color-coded badge
• Asset: Asset name with link to asset detail
• Vendor: Vendor name and contact info with tap-to-call and tap-to-email buttons
• Description: Full order description
• Photos: Attached images (tap to view full-screen gallery)
• Timeline: Status change history with timestamps
• Actions: Options to call vendor, email vendor, or cancel order (if pending)

Push Notifications

If push notifications are enabled, you'll receive mobile alerts for:

• Order Approved: "Your order SVC-127 has been approved and sent to the vendor."
• Order Rejected: "Your order PART-045 was rejected. Reason: Insufficient budget approval."
• Vendor Update: "Vendor has updated order SVC-127: Service scheduled for 2025-11-20."
• Order Complete: "Order SVC-127 marked as complete by vendor."

Tap a notification to open the order detail view directly.

Mobile-Specific Order Scenarios

Scenario 1: Emergency On-Site Repair

Situation: You're on-site and discover a generator has failed. You need to create an emergency service order immediately.

Mobile Workflow:

1. Stand next to the generator.
2. Open the ARMOR mobile app.
3. Tap Create Order from the quick actions menu.
4. Select Service Order.
5. Scan the generator's QR code to auto-select the asset.
6. The app auto-selects the emergency service vendor.
7. Tap the microphone icon and say: "Emergency. Generator failed to start at 10:15 AM. Error code E-47 on display. Site is on utility backup. Requires immediate diagnostic and repair."
8. Take photos of the error display and the generator nameplate.
9. Set priority to Emergency.
10. Enable Maintenance Mode.
11. Tap Submit Order.
12. The order is sent immediately (or queued if offline).
13. Call the vendor directly using the tap-to-call button in the order details to verbally confirm the emergency.

Scenario 2: Routine Inspection with Parts Needs

Situation: During a routine site inspection, you notice that a generator's air filter is dirty and needs replacement. You create a parts order on the spot.

Mobile Workflow:

1. Open the ARMOR app while standing at the generator.
2. Tap Create Order.
3. Select Parts Order.
4. Scan the generator's QR code to select the asset.
5. Verify the parts supplier vendor is auto-selected.
6. Type: "Order replacement air filter for CAT C15."
7. Take a photo of the air filter part label showing the part number.
8. Set priority to Normal.
9. Tap Submit Order.
10. The order is submitted (or queued if offline).

Scenario 3: Offline Order Creation in Remote Location

Situation: You're inspecting assets at a remote site with no cellular coverage. You discover maintenance needs and want to create orders despite being offline.

Mobile Workflow:

1. Open the ARMOR app (it still functions in offline mode using cached data).
2. Tap Create Order.
3. A message appears: "You are offline. Orders will be saved locally and submitted when connectivity is restored."
4. Tap Continue.
5. Select Service Order.
6. Search for the asset by name (asset list is cached).
7. The vendor field shows "Will be assigned when online" or auto-selects based on cached rules.
8. Enter the description using voice input (works offline).
9. Take photos (stored locally on device).
10. Set priority and other fields.
11. Tap Submit Order.
12. The order is saved locally with a "Pending Submission" status.
13. When you return to an area with connectivity, the app automatically uploads the order and photos.
14. You receive a notification: "Order SVC-129 submitted successfully."

Scenario 4: Multi-Order Creation for Multiple Assets

Situation: You're conducting quarterly PM inspections on five generators. Each needs a service order created.

Mobile Workflow:

1. Open the ARMOR app.
2. Navigate to the first generator and open its asset detail page.
3. Tap Create Order from the asset actions menu.
4. Select Service Order.
5. Use a template: "Quarterly PM - 500-hour service."
6. Set priority to Normal and request a service date 2 weeks out.
7. Tap Submit Order.
8. Tap Back to return to the asset detail page.
9. Swipe left or tap Next Asset (if available) to navigate to the second generator.
10. Repeat the order creation process for each asset.
11. The app remembers your settings (order type, template, priority) to speed up subsequent orders.

Mobile App Advantages and Limitations

Advantages of Mobile Order Creation

Feature	Benefit
Instant Photo Capture	Document issues on the spot without needing to remember details later
QR Code Scanning	Quickly and accurately select the correct asset
Voice Input	Create detailed descriptions hands-free, especially useful in harsh environments
GPS Location	Automatically record your location for verification and audit purposes
Offline Capability	Create orders in remote locations without connectivity; orders sync later
Push Notifications	Receive real-time updates on order status without checking the app
Speed	Streamlined interface optimized for quick order creation in the field

Limitations of Mobile Order Creation

Limitation	Workaround
Small Screen	Use voice input for long descriptions; review orders on web portal later
Limited Vendor Info	Mobile shows only essential vendor details; view full vendor info on web
No Advanced Filtering	Mobile vendor selection is simpler; complex vendor rules are managed on web
Attachment Limits	Mobile typically allows 5-10 photos; for more, create order on web or submit additional photos via email
Approval Management	Approvers can approve orders via mobile, but detailed approval workflows are best managed on web

Troubleshooting Mobile Order Issues

Issue: Asset Not Found in Search

Symptoms:

• You search for an asset by name, but it doesn't appear in the results.

Diagnosis:

• The asset list on your device is out of sync.
• You don't have permission to view the asset.
• The asset is archived or deleted.

Resolution:

• Force a data sync: Go to Settings > Sync Data and tap Sync Now.
• Verify that you're searching for the correct asset name or serial number.
• Contact your administrator to confirm asset status and permissions.

Issue: Photos Won't Upload

Symptoms:

• After submitting an order, photos remain in "Uploading..." status indefinitely.

Diagnosis:

• Poor or intermittent network connectivity.
• Photos are too large.
• Device storage or app cache is full.

Resolution:

• Move to an area with better connectivity (Wi-Fi preferred).
• The app will automatically retry photo uploads when connectivity improves.
• Check device storage: Go to device Settings > Storage to ensure adequate free space.
• Clear the app cache: Go to ARMOR app Settings > Clear Cache (this won't delete pending orders).

Issue: Order Stuck in "Pending Submission"

Symptoms:

• You created an order offline, but it remains in "Pending Submission" even after regaining connectivity.

Diagnosis:

• The app hasn't detected the restored connectivity.
• The order has invalid data that prevents submission.

Resolution:

• Force a sync: Go to Settings > Sync Data > Sync Now.
• Close and reopen the app to trigger a connectivity check.
• If the order still won't submit, contact support—there may be a server-side issue or validation error.

Issue: QR Code Won't Scan

Symptoms:

• You point the camera at an asset's QR code, but the app doesn't detect it.

Diagnosis:

• QR code is damaged, dirty, or faded.
• Lighting is too poor or too bright (glare).
• Camera permission is not granted to the app.

Resolution:

• Clean the QR code label if it's dirty or obscured.
• Adjust lighting: Move to a shaded area if there's glare, or use a flashlight if too dark.
• Verify camera permissions: Go to device Settings > Apps > ARMOR > Permissions and ensure Camera is enabled.
• If the QR code is unreadable, manually search for the asset by name or serial number.

Best Practices for Mobile Order Creation

• Sync Before Going to Remote Sites: Ensure your app is fully synced (asset list, vendor list, recent orders) before traveling to areas with poor connectivity.
• Take High-Quality Photos: Use good lighting and focus carefully. Vendors rely on photos to understand the issue.
• Use Voice Input Wisely: Speak clearly and review transcriptions for accuracy. Voice input is fast but can introduce errors.
• Enable GPS: Location data helps verify that orders were created on-site and can assist with troubleshooting.
• Leverage Templates: If your organization has configured order templates, use them to save time and ensure consistency.
• Submit Orders Promptly: Don't accumulate many offline orders—submit them as soon as you regain connectivity to avoid data loss if your device fails.
• Review Before Submitting: Even though mobile is designed for speed, take a moment to review order details for accuracy.
• Follow Up on Critical Orders: For emergency orders, don't rely solely on the app—call the vendor directly to confirm receipt and urgency.

Related Topics

• Placing Orders From the Web Portal - Learn about creating orders in the web application
• How the Approval Workflow Works - Understand approval processes
• How Vendors Receive Orders (Email Templates) - See what vendors receive
• How Vendor Filtering Works (Mfg/Model Rules) - Learn about automatic vendor selection
• Understanding Parts, Service, and Capital Orders - Order type differences

Summary

The ARMOR mobile app provides field-optimized order creation with instant photo capture, QR code scanning, voice input, GPS tracking, and offline capability. Mobile orders follow the same workflow as web orders but are streamlined for speed and on-site convenience. The app automatically syncs offline orders when connectivity is restored, ensuring no orders are lost. Mobile order creation is ideal for field technicians, site inspections, and emergency response situations where immediate documentation and order submission are critical. Always take high-quality photos, use voice input carefully, and enable GPS for location verification.

For assistance with the mobile app, contact the ARMOR Support Team.

Tags: orders, create, mobile, app, iOS, Android, offline, photos, QR code, voice input, field service