System Administration Guide for FieldFX Mobile App

This setup and configuration guide is for System Administrators to install and configure the FieldFX Mobile App for mobile users to work and exchange data with FieldFX Back Office.

Differences between FieldFX Mobile App and FX Mobile

There are key differences in capabilities in the new FieldFX Mobile App and the existing FX Mobile.

Feature Previous FieldFX Mobile
(called FX Mobile and FX Mobile Pro)		 FieldFX Mobile App

Platform

  • Web-based App

  • Standalone Apps for iPad, Android tablet, Windows tablet

Accessibility

  • Internet browser (Chrome browser)

  • Dedicated App available on the platform’s app store
    (iPad (App Store) / Android (Google Play Store) / Windows (Microsoft Store)).

    • Search in the app store for "FieldFX Mobile"

Custom Forms
and
Data Collection

  • n/a

  • Child eForms records appear in an editable grid under the parent record

  • Custom Objects (previously known as eForms) show up in separate tabs

FieldFX objects
supported

  • Jobs, Tickets, and Quotes

  • Jobs and Tickets

  • Work Orders are not supported
Contact support for a complete list of supported objects.

Background
Sync

  • Not Required

  • Required

  • The app automatically syncs when the user navigates away from the edit screen

Sync Profile
for each mobile
user

  • Not Required

ServiceMax
DataGuide (DG)

  • Limited support

Prerequisites & Requirements

The following are requirements as you configure your org to work with the FieldFX Mobile App:

FieldFX Back Office FieldFX Mobile App

  • Minimum version: FieldFX Base Managed Package v1.591

    There are no customizations that require the FieldFX Lightning Managed Package. You should have your org running the latest version.
Test the hardware with your actual work load before making a purchase.

  1. iOS/Android/Windows:

    Platform Current
    Version    		 Minimum
    Version
    Supported

    iOS

    18

    17 and greater

    Android

    15

    14 and greater

    Windows

    11

    n/a

Setup Steps Summary

This is a summary of the steps you need to complete. Where applicable, references to a section is given for more detailed steps.

  1. Assign required permissions to users.

  2. Enable Apex Classes in a Mobile User’s Sync Profile

  3. Configuration of sync profiles.

  4. Correct configuration of FX Settings Custom Settings.

  5. Set Sync Packet Size for AutoSync.

  6. Contact FieldFX Support for guidance on how to set up Email Notifications using Salesforce Flow for Sync Failures.

Configuration Overview

Pages and Objects

When configuring the FieldFX Mobile App, an admin can use the Sync Profile Wizard Admin Tool in the FieldFX Back Office to set up the mobile user’s access to data and metadata. The configuration areas below are listed along with any special requirements:

Object Configuration

  • See Objects and Object Manager in the Setup section of your org.

  • Define the following:

    Object Permissions

    Specify which objects are available on the mobile app.

    Field-level permissions

    Determine and select the object fields are visible or editable on the mobile interface.

Page Layouts

  • In the FieldFX Mobile App, list views and grids (ticket items and eForm (Custom Objects)) are driven by compact layouts

  • You can:

  • Customize the objects and fields which appear on the user interface

  • Customize the order and grouping of fields for better usability

  • Specify actions or the buttons to be available to users

  • Types:

    Depending on your org setup, one or more of these layouts
    may be utilized for the same object.

  • Compact - Quick summary of records in related lists or search results

    • Used for Jobs, Tickets, Timesheets, Equipment, and Forms

    • Used in the FieldFX Mobile App for Ticket Item and eForm child items (See )

  • Search - These layouts control the fields that display for search results in global searches and lookups

    • Used for Jobs, Tickets, Quotes (not supported), Equipment, and Crew Members

  • Lookup - Controls shown fields when selecting related records

    • Used for Jobs, Tickets, Equipment, Employees, and Inventory

  • Assign these layouts
    in Back Office

  • Job and Ticket

  • You can assign different page layouts to different user roles. Only that role will see the specific fields and objects that are relevant.

Mobile Profile
Settings

  • You can create special configurations for the FieldFX Mobile app using the Sync Profile Wizard Admin Tool in the FieldFX Admin Tools Dashboard.

  • The sync profiles determine which objects synced to the FieldFX Mobile App

Special Requirements

  • Validation
    Rules

Server-side validation rules work the same in FieldFX Mobile App as they did in FX Mobile

  • Object
    Synchronization

If using large objects or datasets, use an SOQL filter and not an AltSync filter to prevent sync delays

Testing
Configurations

  • Before you deploy, test the configuration in a sandbox environment for a smooth user experience and syncing is working as expected

What is a Sync Profile?

A sync profile is a configuration that determines how data is synchronized between FieldFX Mobile App and Back Office. Each mobile user must be assigned a sync profile. It’s required now but was optional in the FX Mobile. Sync profiles control what data gets sent, received, and updated during a sync process. The admin determines the data (records) and metadata (objects and fields) a user with a sync profile sees in Mobile.

In the FieldFX Mobile App, the following mobile user with a sync profile can:

  • Access to one license and have a different profile in mobile and FieldFX Back Office. The user sees everything in back office but only the tiny sliver of data they need while in mobile.

  • Experience Faster syncs in the app and more precision about how the sync downloads data to the Mobile device.

With the FieldFX Sync Profile Wizard Admin Tool, the admin can:

  • Create, Copy, and Assign a profile to a user

  • Manage page, list, and search layouts

  • Define sObject filters for main objects and lookups

  • Propagate sObject changes across multiple profiles at once

The Sync Assignment Tool in FieldFX has been improved for price books and jobs. Custom fields and automatic sync assignment creation based on sync profile and user setup are supported.

To ease the transition from a previous user sync profile compatible to the FieldFX Mobile App, the admin can use tools to migrate the sync profile.

FieldFX Back Office Configuration

Permissions for Required Objects and Permissions

To configure the required objects and permissions to use the FieldFX Mobile App, you need to set access to FieldFX objects and permissions/permission groups.

Back to FieldFX Back Office Configuration

Enable Read Access to Staged Data Object

The mobile user profile must have access to these Apex classes. Find the Apex class and click checkbox next to the Apex class name.

Mobile field profiles need read access to the Staged Data object.

You can do the same through a permission set.

  1. Click Setup.

  2. Search for a select Profiles.

  3. Find the profile to give access to the Staged Data object.

  4. In the Profile, click Object Settings under the Apps section.

  5. Since the list of objects is long, enter 'staged' into the search field and select Staged Data.

  6. Click Edit.

  7. Scroll down to "*Object Permissions".

    • Enable the checkboxes next to Read and View All

  8. Scroll down to Field Permissions.

    The field permissions shown may differ from the profile’s permissions.
BO StagedDataObjReadAccessCheck
Both of the Read Access and Edit Access checkboxes are checked. * Uncheck the Edit Access checkbox (for mobile field users only). . Click Save.

Back to FieldFX Back Office Configuration

Enable Apex Classes in a Mobile User’s Sync Profile

The mobile user profile must have access to these Apex classes.

Apex Class Name Reason for Access

FX5.OmnibusRestService

is required Apex class for a Mobile User’s Sync Profile handles data syncing between FieldFX and mobile devices. With the Apex class, mobile users can send and receive job, pricing, and lookup data.

FX5.SyncFileAttachments

This required Apex class for a Mobile User’s Sync Profile manages the sync of file attachments between FieldFX and mobile devices. With this Apex class, mobile users can access and upload documents, images, and reports in the field. It enables attachments updated and available all devices

FX5.SyncStagedData

This required Apex class for a Mobile User’s Sync Profile controls the processing and syncing between FieldFX and mobile devices. This Apex class ensures that job details, pricing, and other updates are validated before sending them to mobile users.

Permissions & Permission Groups

To use the FieldFX Mobile App, the mobile user must have the proper permissions/permission groups.

For more information, see Assign a Permission Set to Users.

Use SOQL over AltSync

FieldFX offers two ways on how Salesforce records get synched to mobile devices.

AltSync Salesforce Object Query Language
(SOQL)

This way uses a special checkbox added to key FieldFX objects. If the checkbox is checked (manually or automatically from triggers or nightly processes), a record is marked to sync to mobile. The main purpose is to limit the number of records sent to only those that were set to active or used recently. This method works on a record-by-record basis relating to activity. Inactive records are automatically dropped from the mobile sync.

This way doesn’t rely on a per-record flag. With SOQL, you can write a query to pull exactly the records you need based on your defined conditions. You can selectively retrieve only the relevant fields and records, filtering and sorting data in one step.

Use SOQL over AltSync filters because of these advantages:

  • Selective Retrieval: A query you write only returns the records (and even just the fields) you need. Mobile devices aren’t overloaded with unnecessary data.

  • Efficiency: SOQL is designed to work within Salesforce’s limits (often called governing limits) and allow you to filter records in bulk rather than single one-by-one processing (as in using the AltSync flag).

  • Flexibility: You can adjust the query criteria with your changing business needs. Otherwise, with AltSync, you depend on a fixed sync flag which might not cover every scenario.

Verify which Transactional Objects are Syncing

  1. Review Sync
    Configurations
    in Back Office

  • Log into Back Office.

  • Navigated to Sync Engine or AltSync section. A list of objects appears that are configured to sync.

  • Examine the objects for the AltSync checkbox or specific sync flag.

  1. Check Sync Health
    and Logs

  • Use the Sync Health Board (or similar FieldFX monitoring tools) to see which objects are actively syncing and if there are any errors or performance issues.

  • From here you can see if your current configuration is working as you expect.

  1. Determine FieldFX Mobile
    App Migration Requirements

  • Ensure FieldFX Mobile App users have the proper permissions for the objects and fields needed for syncing.

  • Confirm each transactional object has the correct configuration in the fields per the FieldFX Mobile App.

  • Determine if you need to adjust syncing criteria. For example, if you plan to move from the AltSync flag-based approach to a SOQL query-based approach, you need to translate the current logic into SOQL queries (see Transition from AltSync to SOQL).

  • Set up a sandbox or testing environment to run sync test. With this, you ensure that objects and records before as expected.

Transition from AltSync to SOQL

Depending on your business processes and the setup of your FieldFX org, these steps may be more complicated or simpler than described. When using the FieldFX Mobile App, use SOQL instead of AltSync

To transition to SOQL and not rely on AltSync, follow these basic processes so SOQL dynamically fetches the precise data for mobile sync:

  1. Review Current AltSync Setup

    • Identify the objects and records currently using the AltSync field and related automations (such as triggers and nightly processes) to determine if they should sync

    • Note the existing criteria in use that you use to determine if a record is marked to sync

  2. Define Data Criteria for Syncing

    • Analyze how you are using AltSync

    • Translate that logic into SOQL filter criteria so these queries return exactly the needed records

  3. Disable AltSync Automation

    • When you are ready to convert, disable or remove the AltSync triggers or the scheduled processes which set the AltSync flag

    • If the AltSync field is no longer needed, plan to remove it only after ensuring no business process still relies on it.

  4. Develop and Test SOQL Queries

    • Build the SOQL queries to mimic the AltSync logic you used.

    • Use can use Salesforce tools (like the Developer console or Query Editor) or FieldFX’s Sync Profile Wizard Admin Tool to create and test your queries. The admin tool has a built-in validation of SOQL syntax. Testing enables you to confirm if they are returning the correct records while still following best practices.

  5. Update Integration or Mobile Sync Logic

    • Replace code or processes checking the AltSync field with your SOQL queries.

    • Ensure any mobile or integration components pull records directly via SOQL rather than reading the AltSync flag.

  6. Perform Complete Testing and Validation

    • Validate your new SOQL-based queries return the correct dataset in both sandbox and test environments.

    • Monitor the performance and governor limit usage to ensure the efficiency of the queries

Back to FieldFX Back Office Configuration

Sync Profile Wizard Admin Tool

For more information, see Sync Profile Wizard and Add a sync profile to a user.

  • Make sure you are using the latest version of the Sync Profile Wizard Admin Tool

  • Best Practice: Use SOQL filters to segment data, not the AltSync filter

  • Ensure that the Archived sync field (FX5__IsArchived__c) is enabled

  • As an admin, only select the required objects the Mobile user needs

Tool Sections

The admin tool has these sections.

Wizard

This section helps the admin set up data sync, job dispatch, and pricing. It guides admins step by step to connect FieldFX with mobile devices.

Overview

This section provides a summary of system settings and configurations by individual sync profile.

The admin can set:

  • Select the Editable Objects that should be synced to Jobs, Tickets, Quotes, Work Orders and DataGuide

  • Whether a sync profile can download reports to their mobile devices only if they aren’t using the new FieldFX Mobile app.

Job and Price Book Dispatch

This section allows an admin to:

  • Use the sync assignment table to control the download jobs and tickets for the users within the profile. With this option checked, the Mobile app will only download jobs and price books that are assigned to the user either directly via the sync assignment object or indirectly by adding the user on the job’s crew.

  • Sync only quote records that are linked to sync- able jobs (instead of all quote records visible to the user).

Price Books

This section manages service, equipment, and material pricing. It ensures field teams have accurate and up to date job and invoice pricing. As a admin, you can update, organize, and sync price books.

Price Book Items

This section manages service, equipment, and material pricing. It ensures field teams have accurate and up to date job and invoice pricing. As an admin, you can update, organize, and sync price books but manages the access to the items within a price book.

Synced Objects

This section allows an admin to define which objects need to sync to the Mobile device for the profile (for the user).

Transactional Objects

This section allows an admin to manage the syncable objects for which records can be created in Mobile.

The admin can determine:

  • which fields are visible to the Mobile user for these type of objects

  • which data is visible for these type of objects

As a system admin, you can verify which transactional objects are currently syncing and what needs to migrate to the new FieldFX Mobile App.

Lookup Objects

This section allows an admin to manage the sync-able reference (look-up) objects in the Mobile app.

The admin can determine:

  • which fields are visible to the Mobile user for these type of objects

  • which data is visible for these type of objects

Sync Staged Data Setup

This section allows an admin to prepare the data that will be synced to the Mobile application for the sync profile (for the user).

From this screen, the admin can:

  • Schedule the batch job that will prepare the sync-able data for the user

  • Run the the batch job right away. This is useful during the implementation stage of the Mobile app as frequent adjustments are made to the data.

Raw Config

This section shows the detail of the configuration for the sync profile in a JSON format. This section will be removed in a future iteration.

Use SOQL Filters

For a summary of why SOQL is better than using the AltSync filter, see Use SOQL over AltSync above.

Create a SOQL Filter

Follow these steps:

  1. Access the Sync Profile Wizard from the Admin Portal in Back Office.

  2. At the Welcome to Sync Profile Wizard main screen, choose the Sync Profile you want to add the SOQL filter to in the Active Profile dropdown.

  3. Click on the object on the side menu to have the SOQL filter.

  4. Under Filter Records, click the SOQL Filter tab.

  5. In the SOQL Filter input box, enter the SOQL text for the filter.

    Make sure you have an understanding of SOQL and constructing SOQL statements.
    For performance reasons, don’t use the AltSync field in the SOQL filter if the AltSync field is a formula field.
    Example 1. Common SOQL Filters

    These common SOQL filter examples could be useful to a mobile user.

    The SOQL Filter box has already encoded SELECT <FIELDS> FROM <Name of object> WHERE. You only need to enter the operation. For the SOQL filter to be valid, the column you reference must exist on the SOQL Object. These are example SOQL filters. The object names and parameters may differ depending on how your org is set up. Always validate your SOQL filter before activating it.
    Use Case Object Sample SOQL Syntax
    (Customize with the specifics for the filter.)

    Filter jobs
    in Indiana

    FX5__Job__c

    		 
    FX5__Site_State__c = `Indiana`

    Filter jobs by
    category

    		 
    FX5__Category__c = 'Service'

    Filter jobs by
    warehouse

    		 
    FX5__Warehouse__c = '<name of warehouse>'

    Filter jobs by
    priority

    		 
    FX5__Priority__c = 'Medium'

    Show cancelled
    jobs

    		 
    FX5__Status__c = 'Cancelled'

    Show if what
    price books
    are active

    FX5__Price_Book__c

    		 
    FX5__Is_Active__c = TRUE

    Is the price
    book item
    archived?

    FX5__Price_Book_Item__c

    		 
    FX5__IsArchived__c = TRUE

    Is the price
    book item
    Quantity 1?

    		 
    FX5__Minimum_Quantity__c = 1

    Retrieve tickets
    created in the last week

    FX5__Ticket__c

    		 
    CreatedDate = LAST_N_DAYS:7

    Filter tickets
    linked to
    specific jobs

    		 
    FX5__Job__c IN (`<Job 1 ID>`,`Job 2 ID`)

    Filter tickets
    in progress

    		 
    FX5__Status__c = 'In Progress'

    Include only
    approved tickets

    		 
    FX5__Approval_Status__c = 'Approved'

    Exclude completed
    ticket

    		 
    FX5__Status__c NOT IN (`Completed`, `Closed`)

    Filter ticket
    items by type

    FX5__Ticket_Item__c

    		 
    FX5__Item_Type__c = `Material`

    Filter ticket
    items linked
    to a ticket

    		 
    FX5__Ticket__c = `<Ticket ID>`

    Include only
    billable ticket
    items

    		 
    FX5__Billable__c = TRUE

    Exclude ticket
    items with 0
    quantity

    		 
    FX5__Quantity__c > 0

    Filter by
    items created
    in the last month

    		 
    CreatedDate = LAST_N_DAYS:30

    Lookup Objects

    Account

    		 
    Website = 'www.yahoo.com'
    		 
    FX5__NumberofLocations__c = 1

    Equipment

    		 
    FX5__Location_Text__c = 'here'

    User

    		 
    Title = 'CEO'
    These are example SOQL filters. The object names and parameters may differ depending on how your org is set up. Always validate your SOQL filter before activating it.

  6. Click Validate to ensure the SOQL is correct.

  7. If the SOQL is validated, click Save to save the filter.

Sync Staged Data Setup

For more on Staged Data, see Staged Data

If you made changes to any of the sync profiles, update the sync data:

  1. In the Sync Profile Wizard Admin Tool, click Sync Staged Data Setup if you want to create the Staged Data now.

  2. In the Prepare Sync Data for Default Profile block, click Prepare Sync Data

    The SyncStagedDate job will immediately run to update the sync profile in Back Office. The records, if any, in the Staged Data object are overwritten with the updated records.

    Preparing Sync Data Spinner
    Processing Sync Data Spinner
    Processing files for Sync Data
    To schedule the Sync Data for later, click Schedule and set the date and time if available.

Back to FieldFX Back Office Configuration

Add Sync Profile to User

See Add Sync Profile to User.

Staged Data

Set Sync Packet Size for AutoSync

To set the size of the Sync Packets for AutoSync, follow these steps:

  1. In your org’s setup, use the Quick Find and enter object manager.

  2. Select Object Manager.

  3. Open FX Settings.

  4. Select Manage and then Edit.

  5. Find Sync Packet Size and change the value from 60 to 10.

  6. Click Save.

Recommended Reading

FieldFX Documentation Salesforce Documentation

  • n/a