3 Considerations For Optimizing OpenAir For Your Mobile Workforce

Perhaps one of the reasons NetSuite OpenAir was selected for implementation was the ability to support time and expense entry from mobile devices. Certainly, a feature that is appealing to your employees that travel a lot and need convenience. However, many times the mobile user is not considered when implementing OpenAir. Simple items such as length of project name or volume of data access on timesheets can cause problems for your mobile users.

• Project name expanding beyond the width of a mobile screen: This may be a bit limiting but project names greater than 32-40 characters wrap and may cause readability issues. If your project names cannot be shortened, consider introducing a project numbering convention so the key part of the name is visible before wrapping starts.
• Accessing too many projects or tasks: Online your users may appreciate having access to all projects to enter time, but on a mobile device with a limited screen view it may prove cumbersome. Accessing too many projects is not only a scrolling issue, but it also is a data synchronization issue that may slow down performance. Leverage filter sets on timesheet and expense report views online that translates into data access filters in the mobile app.
• Allow photos of receipts to be proof of expense: One main benefit of using mobile devices for expenses is the ability to attach a photo of a receipt and upload it into the NetSuite OpenAir system. Companies that require original receipt copies may still require hardcopy for final reimbursement, but leveraging the photo capabilities of a mobile device provides quick information access for reviewers who may also be reviewed on a mobile device.

The mobile app for Android and iPhone can be configured to talk to the sandbox or production NetSuite OpenAir environment. This will allow you to prototype changes in a sandbox environment and view the impact to mobile users prior to production implementation. The mobile app respects form permissions and rules for timesheets and expenses. It is recommended to include tests for the mobile apps as part of your change management procedures so you will be able to ensure the mobile app experience is useful.

A word of caution

Users that rely on time and expense entry using both the mobile applications and online system are recommended to start an item in one platform and finish it in the same platform to avoid synchronization issues. For example, a timesheet created for the week of April 3 in the mobile application should be updated and completed in the mobile application or pushed into the online system and completed online.