BETA: Manage a Field Report
Managing a field report covers the changes made to it after it’s created and before it’s finalized. You can edit the details and the report number, change the status, manage attachments, and view the history of changes. These tasks usually happen during review, the step of the field report workflow between adding observations and finalizing. For the full sequence, see Field Reports Overview.
A field report has four tabs: Observations, Details, Attachments, and History. A finalized field report is read-only, so none of the changes described here can be made to it.
Edit the Details of a Field Report
The details of a field report describe the site visit: the title, summary, location, temperature, weather, date, times, author, and attendees. All of them can be edited after the field report is created, by anyone with permission to edit field reports—not just the author.
To edit the details of a field report:
- In the field reports list, tap the field report.
- Tap the Details tab.
- Change the fields as needed.
- Tap Save.
Each change is recorded on the field report’s History tab.
Change the Number of a Field Report
Each field report gets a number automatically when it’s created, for example 21. The field report number can be changed to match your own numbering, for example 21-123.
To change the number of a field report:
- In the field reports list, tap the field report.
- Tap the Details tab.
- Enter a new field report number.
- Tap Save.
Observation numbers can’t be changed; they will remain the same even if you change the field report number.
Change the Status of a Field Report
The status of a field report shows how far along its review is: Draft, In review, or Reviewed. Changing the status has no effect on who can view or edit the field report, and it sends no notifications.
To change the status of a field report:
- In the field reports list, tap the field report.
- Tap the Details tab.
- Select a status: Draft, In review, or Reviewed.
- Tap Save.
Finalized can’t be selected as a status. A field report gets the Finalized status only when it’s finalized. For details, see Finalize a Field Report.
Manage the Attachments of a Field Report
Field report attachments belong to the field report as a whole, not to a single observation. They’re managed on the field report’s Attachments tab.
To manage the attachments of a field report:
- In the field reports list, tap the field report.
- Tap the Attachments tab.
- Do any of the following:
- To add an attachment, tap Add attachment, then take a photo or select a file from your device.
- To preview an attachment, tap it.
- To download an attachment, swipe left on it and tap Download.
- To delete an attachment, swipe left on it and tap Delete.
Every file is scanned for malware when it’s uploaded, and flagged files are quarantined. Attachments can still be downloaded after the field report is finalized.
Observation attachments are managed the same way, on each observation’s own Attachments tab. To open it, tap the observation on the Observations tab, then tap Attachments.
View the History of a Field Report
The History tab of a field report records every change made to it, such as edited details, status changes, and added or removed attachments. Each entry shows what changed. For example, changing the weather from Sunny to Cloudy adds an entry for that change.
To view the history of a field report:
- In the field reports list, tap the field report.
- Tap the History tab.
- To see what changed in an entry, tap Show details. To collapse it, tap Hide details.
Each observation has its own History tab. To view an observation’s history, tap the observation on the Observations tab, then tap History.