Browse and export photos

The Photos view shows the photos uploaded to the diary, to maintenance work orders and to work permits in one place — as a grid, with filters and a large view. It helps when you are not looking for one entry but for something like: “which photos were taken of the leaks in Block V1 last month?”

Before you start

• What you see: you see a photo only if you can also see its source — for the diary, the right to view the diary (shift_log:view); for a work order, the Maintenance module plus the work-order read right; for a permit, the Work Permit module plus the permit read right (or, when you raised it yourself, your own work order / permit). It is not admin-only. Your role’s module access counts too: without access to a module you do not see its photos. You only ever get photos from the sites you have access to.
• Two ways in to the same view:
  • Analytics › Photos — when the Analytics module is switched on for your organisation and you may view it (analytics:view).
  • Diary tools › Photos — among the shift diary’s tools, always there. If Analytics is on and you may view it, this entry forwards you to Analytics › Photos — keeping the filters you set. If Analytics is not switched on, the Analytics › Photos page says so (“Analytics is a separate, paid module…”) and offers “Open photos in Diary tools” — the photos do not go away; both entries give the same result.
• What is not shown: a (pending) photo uploaded to an entry that has not been saved yet; the photo of an archived work order; the old, replaced attachment photo of a permit. A deleted photo is shown — with its trace (below).

The steps

The Photos view: the filters on top, the tile grid below. The help icon next to the title leads here.

1. Open the view: the Analytics › Photos tab, or Diary tools › Photos.
2. Browse the grid. Each tile shows the photo’s thumbnail, the source (Diary: <plant> · <shift> · <day>, Work order <number>, Permit <number> — clickable), the time of the event or entry, the upload time, the event type or the equipment, and site · plant. A page loads 48 photos; the “Load more” button brings the next ones (paging stays stable while filtering: nothing repeats, nothing is skipped).
3. Filter. In the Filters bar (on a narrow screen the Filters button opens it):
   • Site — several can be selected (shown only if you have access to more than one site);
   • From day / To day — the period;
   • Module — Diary · Maintenance · Work permit (several can be on);
   • Plant;
   • Equipment / functional location — with “Include sub-locations” (on by default) a parent also returns the photos of its child locations;
   • Event type — applies only to photos attached to an event;
   • Uploader — only with a separate permission (see below);
   • Deleted photo / source — Include (the trace is shown) · Exclude · Deleted only (deleted photos and photos of a deleted maintenance entry together, see below);
   • Order — Newest first or Oldest first. The choices only offer values that occur in photos you can see. The header shows how many filters are active (“Filters (3 active)”); “Clear filters” resets them all. If a link set several values in one picker, the picker says so (“2 selected”); choosing All clears it. Filters that come from a link and have no picker (e.g. “Photos of one diary”, “Source: event”) appear above the grid in the Active filters row — each can be removed with one click.
4. Open the large view. Click a tile to open the photo large; step with Previous photo / Next photo (or the ← → keys) — at the end of the loaded photos it loads the next page by itself — and the photo’s data (source, time, upload, equipment or event type, site · plant) sits under it. Click the source to jump to the diary, work order or permit.
5. Keep the search. The filters live in the address bar (URL): a browser bookmark or a copied link opens the same filtered view — for a colleague too (with their own permissions).

A deleted photo and an estimated uploader

• In place of a deleted photo the trace appears: “Image deleted by <name> (<time>) — reason: <reason>” — the same as in the diary view. The tile shows the trace instead of the image; the image file is no longer available. ⚠️ In a PDF that has already been generated the deleted photo stays (the PDF is a snapshot taken when it was made) — see Managing photos.
• When the photo in a diary image field is replaced (or removed), the old photo gets the same kind of trace: the reason is “replaced”, and the “deleter” is whoever saved the diary with the change.
• Photo of a deleted maintenance entry: when a maintenance entry is deleted in the diary, it disappears from the diary but stays searchable on Reports › Maintenance with the “Deleted” filter. Its photo follows the same rule: only people who also have the Maintenance report tab (report:maintenance) see it, and the tile and the large view carry a “Deleted source” badge with a dimmed image; the large view says when and why the entry was deleted. The Deleted photo / source filter’s Exclude hides these too, and Deleted only shows them too.
• For diary photos uploaded before photos were introduced the uploader is unknown and the time is estimated — the tile says so: “Older image, uploader unknown”.

Filtering by uploader — a separate permission

The uploader’s name is employee activity data, so being able to view a photo does not include it. The Uploader filter, the uploader’s name on the tile and in the large view, and the uploader column in the export are available only to someone who holds “Filter photos by uploader” (photos:filter_by_uploader). By default the System administrator and the Shift leader have it; the organisation’s admin can narrow it or give it to another role in the permission matrix. Without it the filter is not shown and another person’s name as uploader appears nowhere (under the large view in the diary only the upload time is shown) — and an uploader filter typed into the address bar by hand is rejected by the server as well. For your own photo the diary shows your own name: that is how you know you can delete it until the shift is closed.

Export: manifest (CSV)

The “Download manifest (CSV)” button gives the provenance list of the photos currently filtered, as CSV: site, plant, source module and type, the source reference (diary date + shift, work-order or permit number), time, upload time, the estimated flag, equipment, event type, the deletion trace (if deleted), the time and reason of a deleted source (if the maintenance entry was deleted) and the link to the image. It does not contain the image files — for those use the ZIP download (below).

• Permission: photos:export (“Export photos”) — by default the Shift leader and the System administrator; the button is shown only to someone who has it. The organisation can narrow or widen it.
• Scope: the same visibility as the grid — within your own site access and the source’s permission; no photo of another site is in it. The uploader column is included only with the uploader-filter permission.
• Limit: one export holds at most 5000 photos. Above that the system does not truncate — it asks you to narrow the filter (“Too many photos to download (at most 5000). Narrow the filter (period, site, module) and try again.”). You can start at most 10 downloads a minute.
• Trace: every export is written to the audit log (who, when, how many photos, with which filter).

Export: ZIP with the image files

The “Download ZIP (with photos)” button (next to the CSV button, with the same permission and the same filter) gives a ZIP file: the original, stored files of the photos currently filtered (not re-encoded), plus a manifest.csv with the columns above, extended with which file in the ZIP the photo is (zip_file) or, if it is not in it, why (zip_note).

• File name: YYYYMMDD-HHmm_<source>_<short id>.webp — the time in your company’s time zone, the source is the work-order or permit number, for a diary photo the box type. The uploader’s name is never in the file name; the uploader column in the manifest also appears only with the uploader-filter permission.
• Deleted photo: it is not put into the ZIP; the manifest keeps its row with the deletion trace (who, when, why) and an empty file name (zip_note: archived).
• Limit: one ZIP holds at most 500 photos and 500 MB (calculated in advance from the stored file sizes). Above that the system does not truncate — it asks you to narrow the filter (“Too many photos for a ZIP (at most 500 photos and 500 MB). Narrow the filter (period, site, module) and try again.”). You can start at most 5 ZIP downloads per 10 minutes.
• If an image file cannot be read from storage, the package is still produced: the manifest says read_error for that row, with no file.
• Trace: the ZIP download is written to the audit log too (how many photos, what size, with which filter).

If you did it right

The grid shows the photos matching your filters, with the count at the top (“48 photos shown — use Load more for the next ones.”); in the large view you can step through them, and the export file (kepek-manifeszt-<date>.csv, or kepek-<date>.zip) downloads.

Common problems

What you see	Why	What to do
“There are no uploaded photos you can see yet.”	None of the sources in your access has a photo (or nobody has uploaded one).	Ask your administrator for the right permission / site access; for uploading see Upload a photo in the diary.
“No photos match these filters. Loosen or clear them.”	The filters together match no photo.	Clear the filters, or narrow by fewer conditions.
“The filter is invalid (for example a bad date, or the start day is after the end day)…”	A bad date or a reversed period.	Fix the dates, or clear the filters.
“Filtering by uploader needs a separate permission (employee activity data)…”	An uploader filter is in the address bar but you do not hold the permission.	Clear the filters; if you need the feature, ask your admin for the permission.
“Exporting photos needs a separate permission — ask your administrator.”	You do not hold photos:export.	Ask your admin for the permission.
“Too many photos to download (at most 5000)…”	The filtered set exceeds the limit.	Narrow the period, the site or the module.
“Too many photos for a ZIP (at most 500 photos and 500 MB)…”	The number or total size of the filtered photos exceeds the ZIP limit.	Narrow the period, the site or the module; or download in parts.
“Could not load more photos — try again.”	A temporary error during “Load more”.	Click Load more again.
“A filter has too many items (at most 50) — narrow the list.”	A filter list holds more than 50 values.	Narrow the list.
“The paging link is invalid.”	An outdated or hand-edited paging link.	Reopen the tab, or clear the filters.

Related

Upload a photo in the diaryWhere the photos come from: the four diary boxes, deletion and the trace, the PDF settings.

Operations analytics overviewThe Analytics tabs, including Photos.