View closed diaries and the PDF

Closed (finalised) shift diaries live on the Archived entries page: this is where you find past shifts, open them, and download their PDF. Opening an archived entry gives you the same diary view you use live — read-only. Correcting one afterwards is possible only for a role that is allowed to, and every such correction lands in the diary’s activity timeline: nothing can be rewritten without a trace.

Before you start

• Where to find it: the Archived entries entry in the account menu (top right).
• Read access: you see the diaries your role’s site access allows.
• Editing needs a separate permission — see “Can a closed diary be edited?” below.

Steps

The Archived entries page. Filters on the left, the list on the right — with the match count on top (“20 entries”). One row = one shift.

A row from the Archived entries list. The “stamp” on the left is date · shift · time window; next to it the site/plant and the status; on the right the PDF button.

1. Open the account menu and choose Archived entries. The list shows one row per shift, newest first (“All shift entries — click a row to open it.”).
2. Find the diary. Each row shows the date · shift · time window, with badges next to it: site, number of plants, status, and the event count if there was one.
3. Narrow it down if needed in the Filters panel on the left: search entries, Site, Status, Finalized by, From date–To date. Clear filters resets everything.
4. Open the diary: click the row. It opens in the familiar diary view — the same elements, the same layout as live — with the Back to diary link on top.
5. Download the PDF: with the download button on the right of the row. If the PDF has not been generated yet, the system generates it now and then opens it.

Can a closed diary be edited?

For most users, no. Closing is finalising: a shift leader edits their own still-active diary, not a closed one. Only a role whose “Diary editing” scope allows it can correct afterwards — by default the System administrator and the Site manager (unlimited), plus the manager roles designated for corrections. The permission is not enough on its own: plant access must hold too — someone who cannot write into that plant cannot correct its closed diary either.

A correction is not a secret — it lands in the timeline

Every change appears on the diary’s Activity timeline, with the name, the timestamp and the list of changed fields (“Edited: …”). The same timeline holds the creation, the finalisation, and the PDF being generated and sent. This is the auditable trace ISO 45001 §10.2 asks for: it can be corrected, but not without a trace.

The Activity timeline in the diary’s right-hand rail — it only appears when the diary was opened from the archive. “system” entries mark the automation.

If it worked

The selected diary opens in the diary view (with Back to diary on top) and the Activity timeline in the right-hand rail; the count at the top of the list shows the filtered matches; and the PDF downloads (or opens in a preview). The PDF is the official, auditable document of the closed content.

Common problems

What you see	Why	What to do
“No entries yet.”	Not a single diary has been closed for your site.	Nothing to do. It shows up here after the first closed diary.
“No entries match the filters.”	The filter (search / status / date) excludes every row.	Press Clear filters and try a broader filter.
“The log you tried to open is not available…”	The requested diary was deleted, or you have no access to it (e.g. another site).	Ask your admin for access if needed; the list only shows diaries available to you. The system does not silently show a different diary instead — it returns to the archive with a reason.
It opened but I cannot edit it	Correcting a closed diary needs a separate permission (see above) — and this is the correct behaviour.	If a correction really is needed, ask someone who holds the “Diary editing” scope.
A “Partially finalized” badge	In a shift spanning several plants, not every plant’s diary was closed.	This is an informational status; the missing plant’s diary is closed by its own shift leader.

Worth knowing

• One row = one shift. If a shift spans several plants, they are grouped into one row (the “number of plants” badge shows it) — opening the row brings up that shift’s diary.
• Opened from the archive you can page between diaries (previous/next), and the Back to diary link takes you back to the live shift — so a lookback does not interrupt the day’s work.
• The PDF is made on demand. If a diary has no PDF yet, it is generated when you download it — so the first open can be a bit slower.
• Reviewing is different from reporting. Here you look back at whole DIARIES; if you need specific data (events, tasks) or an export, that is what Reports is for.

Related

Open and close the shift diaryClosing is what produces the archived diary and the PDF.

Custom roles and the permission matrixThe 'Diary editing' scope — who may correct a closed diary.

Review and export eventsWhen you need the events/export rather than the whole diary.