Introduction:

We have been working with NVL Laboratories in Seattle for over a decade, supporting their complex FileMaker solution used to manage workflows surrounding their core business of environmental laboratory testing.

Starting around 2018, we were tasked with developing a mobile solution to help their field services team increase efficiencies, speed turnaround times, and improve chain of custody management. The application is used not only by their field services team but also to improve service delivery to a high-profile, key customer.

This case study delves into the development and deployment of this solution using FileMaker Go, focusing on the implementation of three distinct user interfaces – desktop, iPads, and mobile phones – and how we successfully integrated iPads into real-time field operations.

Challenges:

NVL Labs faced several challenges in their field services operations:

1. Inefficiencies in Job Assignment and Tracking:
   • The existing system for assigning and tracking jobs was cumbersome and error-prone, leading to delays and miscommunication.
2. Data Inaccuracy:
   • Manual data entry processes increased the risk of errors, compromising the reliability of collected samples and inspection results.
3. Fragmented Workflow:
   • The absence of a unified system for managing sample collection, chain of custody, and documentation created bottlenecks and inconsistencies.

Solution:

The solution centers around the development of a comprehensive FileMaker application which incorporated FileMaker Go. It features three distinct user interfaces tailored for field services, the large key client, and a third interface that is used by clients themselves. 

Development and Deployment:

1. Real-Time Field Operations:
   • NVL Labs equipped its field personnel with 10 iPads, leveraging FileMaker Go to facilitate real-time inspections and sample collection. The cellular network in the service area has turned out to be robust enough that real-time server access has worked very effectively, although an offline sync system has been developed and is currently undergoing testing.
2. Job Assignment and Workflow:
   • Jobs are created in the desktop version of FileMaker and assigned to field personnel. The iPad interface allows assigned users to see and manage their tasks efficiently. The interface guides users through the entire process, from sample collection to chain of custody management.
3. Enhanced Data Collection:
   • Field personnel can capture photos in real-time and attach them to jobs. Using Geist Interactive’s GoDraw tool (sadly no longer available), they can annotate images and mark collection locations on imported floor plans, enhancing the accuracy and clarity of data.
4. Chain of Custody Management:
   • The FileMaker solution maintains a strict chain of custody from the point of collection to testing, automatically generating the proper documents to ensure compliance and traceability.

Successes:

The implementation of the FileMaker solution has brought numerous benefits to NVL Labs, including:

1. Continuous Improvement:
   • The system exemplifies continuous improvement, with regular updates and refinements based on user feedback and evolving needs.
2. Accurate Data Collection:
   • The real-time data entry and annotation tools significantly improve the accuracy of collected data, reducing errors and increasing reliability.
3. Eliminated Data Entry Work:
   • Automating data collection and management processes eliminates the need for manual data entry, freeing up valuable time for field personnel.
4. Integrated Solution:
   • The FileMaker solution integrates seamlessly with other aspects of the company’s operations, including employee signature capture, certification expiration management, and more.
5. Accelerated Workflow:
   • The streamlined workflow for sample acquisition and testing speeds up the overall process, enhancing efficiency and productivity.

Challenges and Considerations:

FileMaker Go is a great tool, enabling the creation of mobile applications with impressive speed. The main challenge for the developer lies in the need to test thoroughly on the multiple intended deployment platforms (iPhone, iPad, iPad Mini, etc.). This additional testing will add some time requirements over a traditional desktop FileMaker project.

When making iOS devices an integral part of your business environment, a mobile device management system (MDM) is practically a necessity. NVL Labs uses the combination of Apple Business Manager and Hexnode to seamlessly manage devices from purchase to deployment. All aspects are handled – including application installation, rules surrounding usage, appropriate handling in the case of loss or theft, and employee transitions.

Conclusion:

The mobile FileMaker Go solution implemented by NVL Labs is an excellent example of extending a company-wide FileMaker application outside the office environment via mobile devices. By addressing inefficiencies, improving data accuracy, and integrating seamlessly with existing workflows, the solution exemplifies the company’s goal of continuous improvement. 

Get in touch with us today so we can begin mapping out your own FileMaker and mobile connectivity.

About the Author:

Xandon Frogget, Senior Application Developer, brings sixteen years of corporate experience at OfficeMax, where he designed FileMaker solutions for their large-scale printing and production facilities. He has a knack for working in corporate environments, understanding needs from the user’s point of view, and communicating and training staff for seamless transitions.