.
<Back to MAIN ONLINE HELP MENU>
Welcome to the User Guide / Step by
Step Help for the momentem service
and the cut-down Call Time Tracker app
Before beginning,
please note the following:
·
if you would rather
watch a “how to” video of these instructions, simply go to www.youtube.com/widality
·
this user guide
covers both the full subscription momentem
service and the free reduced functionality Call Time Tracker app. They are both collectively referred to below
as momentem. Not all the features are available to Call
Time Tracker users, as indicated where appropriate
·
this user guide uses
screenshots from the BlackBerry Torch and Storm. Our app looks different on other Blackberry
models but the functionality is the same
·
this user guide
refers to our latest “super app” release, 1.4.x. If you have a release prior to 1.4.x, i.e.
1.3.x or lower, some of the features described here won’t be available to you,
so you should upgrade at http://web.momentem.net
(process any calls in your Not Now list before upgrading)
SECTION 1: GETTING SET UP
A quick overview of the momentem principles
Turning off or uninstalling momentem
SECTION 2: MANAGING MOMENTEM CONTACTS AND PROJECTS
An overview of how contacts and projects works
Importing and exporting contacts (to and from the
BlackBerry address book)
SECTION 3: TAGGING AND LOGGING YOUR ACTIVITIES
SECTION 4: REPORTING
A
quick overview of the momentem principles
(it’s worth reading!)
You
download our application to your handset, and sign up to our service, and
together they enable you to tag your calls, emails, expenses and activities
from your handset and to generate powerful Excel reports of your activity. When you register, you provide us with your
email address. That email address is
used to send you reports, and instant emails of tagged records. We opened a personal account for you on our
system, and our system securely stores all of your tagged records and a backup
copy of your momentem contacts and
projects. They are only ever accessible
by you, from your BlackBerry handset, whenever you need them.
There is no webpage
or portal to log on to. With momentem you do everything from the
handset and you receive emails into your inbox.
Momentem uses your data
connection to send information to and from our service, so when you have tagged
something or when you are requesting a report your handset will connect briefly
to our service. Momentem can either use your operator/carrier data service, or WiFi
if you have a BlackBerry with WiFi. If
you are out of coverage when tagging, momentem
will store and forward the tagged
records when the phone is back in coverage.
Whenever
you tag something it is sent instantly to our service where we store it. Tag as many events as you like, and when you
are ready you can use the My Reporting to request a report. You can get an instant summary of your tagged
activities on your BlackBerry screen. If
you request an Excel spreadsheet it will be sent to the email address that you
provided, usually within a few minutes.
[
“Tag cost” and “Tag
time”: the
whole point about momentem is that it
enables you to tag all your mobile activities, either because you are someone
that bills other people for your professional time or for your call costs. momentem
does know your hourly rate if you bill your time because you can enter it into the app. momentem
doesn’t know the actual call cost
but when your mobile bill arrives you can easily look up call costs and recover
them. But only if you use the “Tag cost” and “Tag time” check-boxes
properly when you tag!
Momentem is obtained as an
OTA (over the air) download direct from the system to your handset, without any
need to connect your BlackBerry to a PC.
To download, open your BlackBerry browser and go http://web.momentem.net After downloading, a screen like this will
appear.
and
then the download occurs in a similar manner to other application downloads
that you may have experienced. If an
existing version of momentem is on
the handset it will prompt you to ask if it should be overwritten with the new
one.
After
the download and installation are complete it may ask you to reboot the handset
to complete the installation. This is an
important step so please perform the reboot.
Also, as with most installs,
and due to the fact that momentem
accesses phone information and accesses the network, you may see BlackBerry
messages asking things like “The application Momentem is attempting to access
phone information” and “The application Momentem has requested an https
connection to data2.momentem.net” or “momentem
is asking to be set as a trusted app”. IMPORTANT: please be careful when you
work through clicking those acceptance screens.
You need to allow momentem to
use the data connection and allow access to the internet (by clicking Yes and
by clicking “Don’t ask this again”) otherwise it will not function correctly,
and it could also stop other applications from accessing the internet. If you mistakenly choose the wrong option,
and deny momentem access, you can
reset that by reading the knowledgebase article.
Once
momentem is downloaded, in order to
register and configure momentem the momentem application icon needs to be
clicked.
You
can find the momentem menu at any time by clicking the momentem icon on your
handset. The icon will probably
initially appear in the Downloads section and we would advise that you move it
to the home screen so that it is more easily accessible.
The
first time the icon is clicked the following screens appear.
and
you are then taken to the Registration screen where you sign up for the service
by registering over the wireless network to our service.
To
register, all you need to provide is a valid email address (to which the momentem service will communicate as
required). IT IS IMPORTANT TO CHOOSE THE
EMAIL ADDRESS TO WHICH YOU WANT YOUR MOMENTEM REPORTS SENT TO as it is not easy
to change this afterwards.
After
typing in your email address and name, you click Register Now and if your
account was opened successfully you should see the “Registration Successful”
message shown above.
If you receive a “Registration
Failure” message such as “Failed. Error during startup” or “Failed: security
issue. Contact support” or if it is asking you for a password, there are a
several possible reasons:
1.
you may have previously registered on a different handset, in
which case you will need to reset your password at www.momentem.net/password.asp
2.
during the install, or as a general setting, you failed to allow
the momentem application to access
data and the internet. Please review
these settings by referring to your BlackBerry user guide
3.
your BlackBerry routes its data via a privately managed BES that
has internet from unknown sites disabled or other data exchange
restrictions. In this case, you need to
contact your BES administrator and ask them to change the settings of the
Mobile Data Service to enable communications between the momentem server and
the handset client.
4.
There may be a problem with your data connection.
5.
If this doesn’t fix it, please contact support.
If
you registered successfully, you should receive a welcome email from the
system. THAT EMAIL
Turning off or
uninstalling momentem
If
you need to temporarily turn off the pop-ups, simply go to the Configuration
menu item and uncheck the tagging boxes or change the pop-up timer to zero.
To
permanently uninstall momentem and
remove yourself from the service, please visit www.momentem.net/cancel.asp
It
is important to note that you don’t need to manually enter your contacts and
projects. momentem learns as you start tagging. Also read the next section on how you can
manage those contacts.
Here’s
what you can configure within momentem
by clicking the Configuration button in the main menu.
The
sub-menus are;
Tagging Options:
-
“Tag
my phone calls” allows you to turn on or off the ability for momentem to pop up after phone calls
asking you to tag them (momentem
always runs in the background but this will stop the pop-ups)
-
“Ignore
calls under X seconds” allows you to specify the duration of calls in seconds
before momentem will pop up, e.g. if
you only want to tag calls of 5 minutes or longer, set this numeric value to
300
-
Tag
Incoming and Outgoing Calls allows you to choose whether you only want to tag
incoming or outgoing calls
-
“Auto-tag
all my calls” allows momentem to grab
the details of every call you make and receive (number, duration, incoming or
outgoing) whether or not you tag it.
This is useful if you want to keep a full audit trail of all calls or if
you forget to tag some yourself, however it does result in more data usage
-
“Tag
my emails” allows you to turn on or off the ability for momentem to pop up after time spent on emails, asking you to tag
them
-
“Ignore
emails under X seconds” allows you to specify the duration of time spent on
emails in seconds before momentem
will pop up, e.g. if you only want to tag emails of 10 minutes or longer, set
this numeric value to 600
-
“My
usual billing rate is” allows you to set your HOURLY rate in your chosen
currency, that is the hourly rate at which you normally bill your contacts for
your professional time. Please note for
individual Contacts you can over-write this default within the Contacts menu
option
-
Popup Timeout (see
below)
-
Twitter
short code, see the section on Do More for an explanation
of that
Popup Timeout is really useful if
set up properly. Here’s why.
The
standard pop-up timeout is set to 10 seconds, this means that at the end of
every call, the tagging pop-up will stay on the screen for 10 seconds. This might be too short or too long for you,
so you can set it to whatever duration you choose. However
here’s the big benefit; by setting it to 0 (zero) the app won’t pop up at
all, and instead every event will go straight to the Not Now list. This means that if you find those pop-ups
annoying you can background tag and process the events later from the Not Now
list.
Network Options:
-
“Data
Sent and Received” is a counter that is reset on the first day every month, it
shows you how much data momentem has
sent and received
-
“Disable
networking” is an emergency safety button that should only be used if you
suspect that momentem is constantly
sending data across the network for some reason, in which case pressing this
button will disable momentem’s
ability to send any more data (which will of course also mean that momentem won’t work until you turn that
back on)
-
“Warn
me if usage exceeds X (Mb)” allows you to specify the number of megabytes of
data that you are comfortable for momentem
to send during the month, and as soon as momentem
has sent that much data, it will notify you on the screen
UI and Language:
-
at
present, momentem is available in
English and Spanish [the free cut-down version is only available in
English]. We also support three
currencies; dollars (which is the default), Pounds Sterling, and Euros. You can use the “UI and Language” feature to
change from dollars to a different currency, or from English to Spanish or vice
versa
-
so,
pressing this button will cause momentem
to contact the service to find out which language/currency packs are available
for your handset, it will also tell you which one you presently have. If you choose to download a different pack,
this is free of charge apart from your normal data usage. This will cause the phone to re-start which
is perfectly normal
-
you will then see that your default currency or language
will have changed within the app (and on the Excel reports too)
SECTION 2: MOMENTEM CONTACTS AND PROJECTS
An overview of how contacts and projects
works
momentem enables you to
allocate your calls, emails, activities and expenses to the contacts and
projects that you deal with on a regular basis.
However, momentem
doesn’t know what they are until you input them. But don’t worry, you don’t have to spend lots
of time typing them all in or working out how to get them from your PC or phone
book, it’s really simple …. when you want to tag something, simply create the
Contact and Project there and then, on the fly, within momentem. For your
convenience, momentem will grab the
name that you have stored in your phone’s contact book as the default Contact.
If you are happy then it’s one key click to accept that and create that new momentem Contact, if you want to change
go right ahead there and then by over-typing a new Contact name (which does NOT
change your phone book entry, only the momentem
one).
You will build a set of Contacts that you deal with, and for
each you will have a set of Projects that are specific to those Contacts. You can do this in advance, or you can type
new Contacts and Projects in after a call (that’s what most people do). Momentem
will also learn and store the Contact and Project for next time, it will
associate it with the phone number or email address that it saw when it was
tagging the event. So you only ever have
to type it once, then simply select it from the drop-down list next time.
Note: Projects are
not shared across Contacts. There is a
knowledgebase article on this here.
The
Contacts and Projects that momentem
uses are NOT the same as your contacts within your handset, you create separate
ones for momentem.
So,
when you click on the Contacts menu item for the first time, you will see that
it is empty because you haven’t built up your Contacts and Projects list
yet. You will do so, on the fly, as you
tag !
If you have used our app for
some time and you see Contacts empty again, simply click Sync from the main
menu to re-download them from our service to your handset. The only time you need to use that button is
if you change handsets, reset the handset back to factory default or have to
re-install momentem, in which case
the Sync will seamlessly download all of your momentem Contacts and Projects
from our service to your handset. That’s
all it does, it DOESN’T sync from your BlackBerry address book or sync all of
your BlackBerry contacts to our service.
Naming your Contacts properly
is important. Some momentem users put the companies they are dealing with in the
Contact field, and underneath that the Projects associated with those companies
(e.g.
You
can edit and manage your momentem
contacts and projects at any time, by clicking the Contacts button in the main
menu. This can be useful if you
mistakenly tagged something to the wrong contact or mis-typed something. Everything about that contact, including the
projects / phone numbers / email addresses / hourly rate is editable.
The
first page you will see is a list of all of the contacts that you have set up.
You
can then choose a contact and edit it.
The
options are self-explanatory, but it is worth explaining the following;
-
the
Primary Email is the email address to which the service will send a tagged
event summary email when you tick the box marked “cc Summary to Contact” during
the tagging process
-
the
Rate is the hourly rate at which you bill your professional time to that Contact
(make it blank or zero if you don’t bill your time to that Contact). Whenever you tag a call and book it to a
brand new contact, i.e. when you create a new contact on the fly, it will
prompt you to enter the hourly rate for that contact, or you can enter it /
edit it here
-
Phones
are the list of phone numbers that momentem has associated with that Contact
Importing and exporting
contacts (to and from the BlackBerry address book)
Although
momentem doesn’t have a universal
import / export, it’s easy to do this for those chosen clients that you want to
share between momentem and your
BlackBerry address book.
Here’s
how to export from momentem to your address book, and why it’s a great feature of momentem:
.
As
you can see above, you can export a momentem
contact and its associated phone number and/or email address into your regular
BlackBerry address book.
Here’s why you might find that
to be useful; let’s say you have received a call from a new contact, at the end
of the call momentem will pop up and
you can use the app to quickly log the name and number – which is a great way
of grabbing that information – then from momentem
you can export it into your address book.
Here’s
how to import from your BlackBerry
address book to momentem.
Simply go into
the phone’s address book, highlight a contact, click the BlackBerry menu
button, and choose “Import into momentem” and that contact will thereafter
appear in the momentem Contacts list,
ready to have events tagged to it.
SECTION 3: TAGGING AND LOGGING YOUR ACTIVITIES
You
can access the Not Now list from the main momentem
menu. It is the place where calls and
emails that you didn’t process when they took place are stored, for you to
process later.
You
should check and process your Not Now list regularly because it is not backed
up in the event of a phone crash. momentem will remind you frequently if
your list gets too long.
We
don’t want momentem to annoy you by
popping up when you don’t want it to, for example you may not want to tag any
calls from your friends or family. So,
when momentem does pop up after one
of those calls or emails, simply click the Ignore button within the pop-up and momentem won’t trouble you again for the
same phone number or email address.
The
Ignore list is accessible from the main momentem
menu. The only reason you need to access
this list is to bring someone out of the Ignore state (for example if you
accidentally clicked Ignore from the pop-up screen) so that you can tag their
calls or emails next time.
Tagging calls
There
are three ways to tag calls;
1)
via the intuitive pop-ups at the end of calls,
2)
by setting the pop-up timer to zero and tagging from the Not Now list later
3)
by going into the BlackBerry’s call log and tagging from there.
Each
of those will now be explained.
Here’s
a really cool tip. There’s a little-known
feature in your BlackBerry where, during a call, you can press the BlackBerry
Menu button and then select the Notes option.
This will enable you to type
notes during the call, which is especially relevant if you are on a hands
free so that the phone is in front of you.
Once you finish the call, momentem
will automatically grab those notes and put them in the Notes field of the
tagged call record! That is one of the
most powerful features of momentem
because it enables you to capture notes during a call and store them safely in
the momentem service for later retrieval.
Pop-up tagging of
calls
momentem will pop up
automatically at the end of calls. The
pop-up will disappear after 10 seconds (however you can change that length of
time in the Configuration screen), at which point the event will be placed in
your Not Now List for tagging later on.
With
every pop-up you have 4 options;
-
you
can Tag It there and then
-
you
can drop it into your Not Now List for processing later on
-
you
can Dismiss it because you don’t want to tag that particular call (bearing in
mind that it is not possible to ever tag that event afterwards)
-
you
can add that particular caller or email address to your Ignore List so that no
further events from that user will cause a pop-up to occur
Momentem supports call
waiting (taking one call while on another) and three-way calling. The order in which the tagging pop-ups occur
is that the first call initiated appears first, followed by the second one.
momentem automatically grabs
the number, the date and time, the duration of the call, and whether it was
incoming or outgoing. In terms of what
time of day momentem captures, it
takes the time of day from the handset, i.e. whatever time the handset gives to
it, which is normally the same as the time on the screen.
You
can edit the duration of the call, for example if you have a 30 minute call but
only 10 minutes 30 seconds is billable, you can type 10:30 into the Duration
box.
To
those core things, you add the Contact, the Project, whether it is a billable
event, and some notes giving further context to what the event was about.
You
can choose to send an email summary of the tag to yourself, and to the other
party if their email address is in your momentem
contacts database.
After
tagging, you have two choices;
-
Submit sends the tag to our service
-
Do More... is explained in the next
section, here
Tagging calls from
the Not Now list
If,
during a tag pop-up, you clicked Not Now, or if you left the tag pop-up too
long on the screen, or if you set the pop-up timer to zero, you will find that
particular call in your Not Now list.
The Not Now list is a great way of background tagging your calls later
rather than having to process them while the pop-up is on the screen.
Tagging calls from
the call log
This is another
great way of tagging after the event rather than by dealing with the
pop-ups. To use this feature, go into
the BlackBerry’s standard call log or inbox, highlight a call, press the
BlackBerry menu key, choose “Tag this”, and a Momentem tagging screen will
open. On some BlackBerrys it doesn’t
work, but if you then click on History you can go one level deeper into the log
and tag from there.
It even works
for missed calls.
If the user
wishes to tag something other than the most recent call to/from the other
party, that can be accomplished by going into the call log’s history for that
user and choosing one of the earlier calls (the history drill-down is only
available on BlackBerry OS 5.x and higher).
The
principles are the same as for calls.
The only differences are;
-
for emails, momentem pops up when you
send or close the email
-
for emails, momentem grabs the other
party’s email address (and if there are several you can change which one you
want tagged), the date and time, and the duration of time spent on the email
Tagging emails from
the message inbox
Go into your
inbox, otherwise known as the Messages folder, (which contains emails, and
often also contains SMS, MMS, BBM and calls), and tag an email from there. Simply highlight the email, press the
BlackBerry menu button, and you will see the “Tag this” option. Presently it supports emails, and in the
future we hope to extend it to SMS, MMS, BBM, IM and other communications. Note: you can also tag a call from the inbox.
Note: when
tagging an email, the duration defaults to zero, however you can easily edit
the duration before submitting the tag.
This
function is self-explanatory, you can access it from the main momentem menu at any time to enter an
expense item that you wish to log.
After
filling in the tagged event screen, pressing Submit sends the information to
the momentem service where it is stored.
You can also choose to Do More... (see next section here).
Tips
on tagging expenses: Although momentem doesn’t support multiple
currencies, it’s easy to log your overseas expenses by using a specific Contact
or Project to distinguish them, e.g. Contact: “Widality”, Project: “UK
expenses”. Although it may show $ on the
screen and in the Excel reports, you can pretend it’s your local currency
instead!
There
are three ways to tag, categorize and book an activity to a client;
1)
by clicking Tag Activities from the main momentem
menu and manually typing in any
activity
2)
by clicking Tag Activities from the main momentem
menu and starting an Activity Timer
3)
by going into your BlackBerry calendar and tagging
a calendar entry
Each
of them will now be explained.
Manually typing in an
activity
This
function is self-explanatory, you can access it at any time to enter an
activity (such as a face to face meeting or some desktop work) that you wish to
log.
After
filling in the tagged event screen, pressing Submit sends the information to
the momentem service where it is stored.
Tips
on tagging activities: if you type in the
duration then enter it (e.g. by clicking it) the start time is automatically
adjusted!
Using the stopwatch /
Activity Timer function within Tag Activities
momentem supports timing of activities such as meetings, time spent on desktop
activities, and driving time.
To start a
timer, open Tag Activities and you will see a button called Activity
Timer. Clicking this will ask you to
name the activity, e.g. Travel to ABC Company or Meeting with ABC Company (that
is added to the Notes field of the tag).
The activity will then be placed into your Not Now list. When you have finished the activity, go into
the Not Now list, find the activity, then process it. The duration of the activity will have been
automatically captured; you can then book it to a client and project.
Tagging an activity from the BlackBerry calendar
This feature
enables users to pull their calendar entries into momentem and to book them to their clients and projects.
Go into the
calendar, highlight a calendar entry, press the BlackBerry menu button, choose
“Tag this”, and a Momentem “Tag Activities” window will open, where the start
time and duration are taken from the calendar, and where the subject and notes
of the calendar entry is added to the Momentem notes field.
Please note
that older BlackBerry models may not be able to tag recurring appointments.
When
tagging a call, email, activity or expense, there are two options;
-
Submit sends the completed tag to
our service
-
Do More... enables you to perform the following
additional functions on the tag before submitting
Note
that not all of those are available for every type of tagged event, so in this
section we will focus on calls, where all 4 of those are available.
Add to calendar
If
you have just completed a 1 hour call with someone, you can now add that call
straight into your BlackBerry calendar with a few clicks.
Add to tasks
If
you have just completed a call with someone and there’s a follow-up action,
type that follow-up into the Notes field of the tag and then add it straight
into your BlackBerry tasks list with a few clicks, which will capture that a
follow-up is required.
Add to address book
Here’s
why you might find that to be useful; let’s say you have received a call from a
new contact, at the end of the call momentem
will pop up and you can use the app to quickly log the name and number – which
is a great way of grabbing that information – then from momentem you can export it into your address book with just a few
clicks.
Post to Twitter (or
share the call tag with anyone else via SMS)
This gives you
the ability to share a call tag, in a pre-defined format (but editable by you),
via SMS. It was created because of
requests from users to post their call tags on Twitter (e.g. “I have just has a
23 minute call with Terry Marshall regarding soccer”) but it’s equally able to
be used to send that kind of message to any SMS recipient.
There are a
few things to note;
·
the SMS number to which it sends the message is editable in the
Configuration; it is preset to the Twitter US shortcode 40404 but can be
changed to any other number. For
example, the Canada shortcode is 21212
·
if the user wants to send via Twitter, the user’s mobile must be
registered beforehand with Twitter; that is outside the scope of momentem, refer to www.twitter.com for more information
·
please note this feature is disabled (i.e. it is in the user interface but
not clickable) on BlackBerry OS version 5.x due to a bug in that BlackBerry
version
SECTION 4: REPORTING
All
of the above helps you with getting momentem
set up and tagging. However the real
benefit is the powerful reporting that momentem
delivers, either as an on-handset summary or a detailed Excel spreadsheet.
[Note: Call Time Tracker users can’t generate an up-to-date Excel spreadsheet, they have to wait until the end of the month to generate that month’s report. They also can’t request a report for a particular contact, project or type of activity, they will receive all of the month’s data in one big spreadsheet. Click here to read some FAQs on how reporting works for Call Time Tracker users].
From
the main momentem menu click on My
Reporting. Set the start and end date,
and optionally the contact, project, and type of activity required in the
report.
Then
you click on;
-
“Request
Handset Report” to have an instant summary report sent to the handset screen,
ideal for checking the total time spent on Contact A Project B since last
Monday, or the total time spent on outgoing calls this month, or the amount of
expenses that need to be billed to your employer, etc.
-
“Request
Excel Report” sends a request to the service which generates a detailed Excel
spreadsheet report which is sent to you as an attachment within an email. momentem
users can specify dates and get all their tagged records between those dates,
whereas Call Time Tracker users will simply receive the previous month’s report
(e.g. at any time in October if the Call Time Tracker user requests a report,
September’s report will be delivered.)
Click
on “Request Handset Report” to have an instant summary report sent to the
handset screen, ideal for checking the total time spent on Contact A Project B since
last Monday, or the total time spent on outgoing calls this month, or the
amount of expenses that need to be billed to your employer, etc.
If
you request a Handset Report you will see the term “Device Earnings”.
Regarding
Device Earnings, here's the concept;
- for each
Contact, in the config page, you can put an hourly rate for your time,
i.e. what you bill that Contact per hour for your time
- if you don't
explicitly put a rate, there's also a default override rate in the main
Configuration section
- then, when you
tag some billable time to that Contact, the system calculates how much
money that is
- then, when you
generate an on-handset report, it shows all those earnings added up, called
“Device Earnings”, so it shows you that your phone is a profit center not
a cost center!
Click
on “Request Excel Report” to send a request to the service which generates a detailed
Excel spreadsheet report which is sent to you as an attachment within an
email. momentem users can specify dates and get all their tagged records
between those dates, whereas Call Time Tracker users will simply receive the
previous month’s report (e.g. at any time in October if the Call Time Tracker
user requests a report, September’s report will be delivered.)
