Field Notes
Field notes enable technicians to capture information while on-site using text, voice recordings, and photos. Notes can be linked to work orders, assets, or properties.
Creating Field Notes
Section titled “Creating Field Notes”Quick Note
Section titled “Quick Note”- Tap ”+ Field Note” from mobile app
- Select type (text, voice, photo)
- Add content
- Link to work order/asset (optional)
- Save
Note Types
Section titled “Note Types”| Type | Icon | Description |
|---|---|---|
| Text | 📝 | Written notes |
| Voice | 🎤 | Audio recording |
| Photo | 📷 | Image with caption |
| Video | 🎥 | Video recording |
Text Notes
Section titled “Text Notes”Creating Text Notes
Section titled “Creating Text Notes”- Select “Text Note”
- Enter note content
- Add tags (optional)
- Link to items (optional)
- Save
Formatting
Section titled “Formatting”Basic formatting supported:
- Bold text
- Italic text
- Bullet lists
- Numbered lists
Templates
Section titled “Templates”Use templates for common notes:
| Template | Use For |
|---|---|
| Inspection | Property walkthrough |
| Issue Found | Problem documentation |
| Work Completed | Job summary |
| Follow-Up | Items needing attention |
Voice Notes
Section titled “Voice Notes”Recording
Section titled “Recording”- Select “Voice Note”
- Tap record button
- Speak clearly
- Tap stop when finished
- Review recording
- Add description
- Save
Recording Tips
Section titled “Recording Tips”- Speak clearly
- Minimize background noise
- State context first
- Keep under 2 minutes
Playback
Section titled “Playback”- Play in browser or app
- Adjust playback speed
- Download audio file
Photo Notes
Section titled “Photo Notes”Capturing Photos
Section titled “Capturing Photos”- Select “Photo Note”
- Take photo or choose from gallery
- Add caption
- Mark up image (optional)
- Save
Photo Features
Section titled “Photo Features”| Feature | Description |
|---|---|
| Markup | Draw on image |
| Annotations | Add text labels |
| Measurements | Add dimension indicators |
| Comparison | Before/after view |
Photo Quality
Section titled “Photo Quality”Recommendations:
- Good lighting
- Steady hand or tripod
- Include context
- Multiple angles
Linking Notes
Section titled “Linking Notes”To Work Orders
Section titled “To Work Orders”- Open field note
- Click “Link to Work Order”
- Search and select
- Note appears in WO
To Assets
Section titled “To Assets”- Open field note
- Click “Link to Asset”
- Scan QR or search
- Note appears in asset history
To Properties
Section titled “To Properties”- Select property when creating
- Or link after creation
- Notes accessible from property profile
Organization
Section titled “Organization”Add tags for categorization:
inspectionissuefollow-updocumentationcompleted
Folders
Section titled “Folders”Organize notes by:
- Property
- Date
- Type
- Work order
Search
Section titled “Search”Find notes by:
- Keywords
- Date range
- Tags
- Linked items
- Author
Offline Support
Section titled “Offline Support”Working Offline
Section titled “Working Offline”Field notes work without internet:
- Create notes normally
- Notes saved locally
- Auto-sync when online
- Indicator shows pending sync
Sync Status
Section titled “Sync Status”| Status | Meaning |
|---|---|
| ✓ Synced | Uploaded to server |
| ⏳ Pending | Waiting for connection |
| ⚠️ Failed | Sync error, retry |
Sharing Notes
Section titled “Sharing Notes”With Team
Section titled “With Team”- Open note
- Click “Share”
- Select recipients
- Add message (optional)
- Send
Export
Section titled “Export”Export options:
- PDF report
- Image download
- Audio file download
- Email as attachment
Integration
Section titled “Integration”With Work Orders
Section titled “With Work Orders”- Notes appear in WO timeline
- Photos used in completion report
- Voice notes transcribed (optional)
With Inspections
Section titled “With Inspections”- Pre-populate from inspection
- Link inspection photos
- Reference in reports
With Reports
Section titled “With Reports”- Include notes in reports
- Generate note summary
- Export for documentation
Mobile App Features
Section titled “Mobile App Features”Quick Access
Section titled “Quick Access”- Widget for quick note
- Shortcut from notification
- Voice command support
Camera Integration
Section titled “Camera Integration”- Direct camera access
- Gallery selection
- Automatic backup
Location
Section titled “Location”- GPS tagging (optional)
- Property auto-detection
- Map view of notes