Record an entry: text, photos, change orders
A job has one continuous diary, which the system splits into days — there is no daily open and close. An entry is text (typed or dictated), a category, and as many photos as you need. You make it on the phone, on site: a few taps, and the entry is saved at once with the server’s timestamp — that is the proof of when it went in.
Before you start
Section titled “Before you start”- Permission: the write right — munkanaplo:write.
- Stage: the diary opens with the Ordered stage and stays open through Handover. Before that, the job page offers Site survey with photos instead of New entry (that is internal: the client does not see it and it does not go into the report). You cannot record on a closed or lost job.
- Photos: the phone camera or the gallery; the browser asks for permission. An entry takes up to 20 images.
- Open the job (Work diary → Jobs → the job) and tap New entry.
- Pick a category: Work done, Problem / obstacle, Material, Client request or Change order.
- Type or dictate the text in What happened?. The Dictate button turns speech into text with the browser’s speech recognition; the text lands in the field and you can correct it before saving. (The button only shows when Policy → Capture → Dictation is on and the browser supports it — details in Dictation.)
- For a change order the Amount is optional (unless the policy asks for it). The amount goes into the Change orders summary table at the end of the report.
- Add the photos. Take photo shoots right away; Choose image lets you pick several from the gallery at once. Mark each one when it was taken relative to the work: Before, During or After.
- Decide who sees it. In Who can see it? choose Only us (internal) or Client too. The preselection comes from the category: Problem / obstacle is internal by default, the others can be shared. If the policy treats a category as internal, the client button cannot be chosen and the dialog says why.
- Tap Save.
When a photo was taken — two sources
Section titled “When a photo was taken — two sources”For each image you can see where we know it from:
- “Taken: 22 Oct 2026, 08:05” — read from the photo’s own data (EXIF) on the server, at upload.
- “Taken: … (reported by the phone)” — the photo carried no time (e.g. the phone stripped it), so the phone’s reading was used. The server did not verify it, so the label says so.
- “Time taken unknown” — neither is there. The photo still goes in with the entry’s server time.
In the report the same appears under the image: “from photo data”, “per device”, or “Capture time unknown, logged”. The time that counts as proof is always the server timestamp; the photo’s time is supplementary, and we never hide its source.
If it worked
Section titled “If it worked”The page says “Entry saved.” and the entry appears at the top of the Timeline. The card shows the time, the author, the category, the first 2–3 lines of the text (more expands it), the photo strip, and the visibility (client sees or internal). Today is open and older days are collapsed (the header reads “3 entries · 2 photos”); Load earlier loads further in pages. The Filter by category row (All, Work done, Change order, …) narrows the list.
No signal: the “not uploaded yet” state
Section titled “No signal: the “not uploaded yet” state”If the connection drops you can keep typing — and the system says honestly what is on the server and what is not:
- Instead of Save the button reads Save — upload later, and the dialog states: “… photo(s) not uploaded yet — the entry waits on this phone and reaches the server after they upload.”
- After saving, a Waiting on this phone (n) row appears above the timeline: “The entry is waiting on this phone — it is NOT on the server yet; it goes up when the connection returns.” Its state is waiting to send, sending… or needs attention (e.g. a confirmation is needed, or the server refused a photo); from the last you continue with Open, or drop it with Discard.
- A photo that has not gone up shows Not uploaded — waiting for a connection. A photo waiting to upload is on the phone, not on the server; if you save the entry now, it is saved without it.
- When the connection returns the row goes up by itself — the entry reaches the timeline then.
Corrections and correction entries
Section titled “Corrections and correction entries”- Until the entry is part of a finalised report, you can edit it freely: the card’s Edit button changes the text, the category, the photos and the markers. The trace of the change stays (on the card: “edited: …”, and in the audit log the change before and after).
- Once it is in a finalised report, the entry is locked (the card shows Locked in report (vN), N being the report version): it can no longer be edited. You fix a mistake with the card’s Correction entry button — a new entry that points to the locked one (“Corrects an entry locked in a report”; the original shows “Corrected (1)”). The lock happens when the report is finalised, not when the e-mail goes out — see Report.
Common problems
Section titled “Common problems”| What you see | Why | What to do |
|---|---|---|
| “Diary entries can only be recorded after the order.” | The job is still in Inquiry, Site survey or Quote. | Move it to Ordered; until then Site survey with photos and activities work. |
| “No entries can be recorded on a closed or lost job.” | The job is read-only. | Add a new job, or reopen the lost one (Inquiry). |
| “An amount can only be given on a change order.” | The Amount was left on another category. | Switch to Change order, or clear the amount. |
| “This step raises a warning — confirm to continue.” | The policy asks for an amount on change orders (Warn). | Enter the amount, or save without it with Save with the warning. |
| “The policy blocks this step.” | The policy Blocks a change order without an amount. | Enter the amount. |
| “Under the policy this category cannot be shared with the client.” | The category is outside the shareable list. | Keep it internal, or have the administrator make it shareable under Policy → Sharing. |
| “This entry is part of a finalised report and is locked — you can add a correcting entry.” | The row is locked. | Use Correction entry. |
| “The file cannot be read as an image (damaged, too large or unsupported format).” | The chosen file is not a usable image. | Take a new photo or choose another file. |
| “Too many photos for one entry.” | More than 20 images. | Split it into two entries. |
| “Too many uploads — try again in a few minutes.” | The upload rate limit. | Wait a few minutes and retry. |
Worth knowing
Section titled “Worth knowing”The phone compresses the photo. The original, full-resolution image is not uploaded: the phone shrinks it (to about 1920 pixels) to keep mobile traffic small. It reads the photo’s capture time before compressing. No person should be recognisable in the photos — the dialog reminds you.
Where dictation sends your voice. The audio is turned into text by the browser vendor’s server (Google, Apple or Microsoft); OPEREX does not receive or store the audio, only the text that lands in the field and is saved.