Field Notes are stored and can be reviewed within two sections, in the Field Notes section under Tools and within the profile of the field note subject. Any field notes created will be stored in ExakTime Connect indefinitely until deleted by a user.
Table of Contents
From Field Notes Page
When a field note is first received from ExakTime Mobile, it will appear in the Field Notes page. From here, you can "remove" a field note to help keep the page clean (this will not delete a field note from ExakTime).
- Go to Tools and click Field Notes.
- The subject type that a field note is about will be color coded for quick reference.
- If a field note has a photo, you can click the photo to view an enlarged version.
- If a field note has a voice memo, you can click the icon to download the voice memo.
- The voice memo will be downloaded with a .CAF file format and should be playable with default Mac or Windows applications, such as Quicktime or Windows Media Player. If your computer is unable to play the .CAF file, you may need to use a third-party audio player to listen to the voice memo.
- If multiple voice memos were attached to a field note, there will be multiple field note entries for each voice memo.
- You can click Edit to edit the subject and text of a field note. You can only view the field note type, subject, and text note from this window. The field note type cannot be adjusted.
- When editing a field note, the editor is not noted currently. Only the original creator.
- You can click Remove to remove a field note from this page. There is no confirmation prompt when removing a field note.
- This will not delete a field note. To delete a field note, you must do it from the profile of the subject of the field note which is covered in the next section.
From the Subject Profile
All field notes can be reviewed from the profile of that entity. For example, if you want to see all the fields for a particular location, you can view the profile of the location and see all associated field notes.
- To access the field notes for a particular entity, click on the blue pencil icon to the left of the entity in the respective list.
- Click the Field Notes tab.
- You should see any field notes associated to the currently viewed entity.
- Click Edit to edit the text of a field note. You can only view the field note type, subject, and text note from this window. The field note type and subject cannot be adjusted.
- When editing a field note, the editor is not noted currently. Only the original creator.
- Click Delete to delete a field note. There is no confirmation prompt when deleting a field note.
- Click Save on the entity profile page to fully delete the field note.
From Time Card Details
- Go to Time Management and click Timecards.
- Select the date range that encompasses the date the field note was created.
- Select the employee that created the field note.
- There must be a time record for the date the field note was created to view the option. Click Field Note to view all field notes created by the employee for the given day.
Field Notes Report
Field notes can be printed or exported into a PDF/XLS for archiving and/or review purposes. We have detailed the basic process below, but if you would like a better breakdown of the report, you can refer to our dedicated article.