Set the Work diary policy
The policy decides which stages you use on a job, what the system asks before a step (off · warn · block), and what the client sees. It applies to the whole organisation; you can also override the Sharing group per job.
Before you start
Section titled “Before you start”- Permission: the policy page needs the settings right — munkanaplo:settings. Without it the Policy tab is not shown and the page gives a 403. (A colleague doing surveys or recording therefore cannot see which gates apply to them; when a gate stops them, its message names the condition.)
- Where: Work diary → Policy tab (
/munkak/beallitasok). - What you cannot set: the core of the Work diary is not a switch: the lock on entries that went into a report, the server timestamp, the separation between organisations and the protection of the link (a long, unguessable code, kept out of search engines) always apply. An internal entry never reaches the client.
- Open the Policy tab. At the top the Profile panel shows: Current setting: ….
- Pick a profile (optional): Simple, Recommended or Strict, then tap Apply profile: …. The profile writes all its values at once (“Profile applied”), replacing earlier custom settings.
- Fine-tune in the groups: Stages, Gates, Sharing, Report, Capture. Each row explains what its switch does; the values are On / Off, Off / Warn / Block, a number, or a checkbox list.
- Tap Save policy. “Policy saved.” If a value differs from the profiles’, the current setting becomes Custom.
The three profiles
Section titled “The three profiles”| Profile | In a nutshell |
|---|---|
| Simple | Fewest questions: most gates off, no handover stage. (This applies until you choose otherwise.) |
| Recommended | The recommended middle ground: warns before the important steps. |
| Strict | The strictest: a missing condition blocks the step. |
| Setting | Simple | Recommended | Strict |
|---|---|---|---|
| Site survey stage · Quote stage | On | On | On |
| Handover stage before closing | Off | On | On |
| Order only with a quote · Order only with a client email · Change order only with an amount | Off | Warn | Block |
| Close only with a sent final report | Warn | Warn | Block |
| Close only with an “after” photo | Off | Off | Warn |
| Stalled inquiry (days) | 21 | 14 | 7 |
| Link lifetime after closing (days) | 30 | 30 | 14 |
The rest of Sharing (progress page On, QR on the report On, change-order amounts on the progress page Off) and the Report / Capture groups (order Chronological, 4 photos per page, Copy to myself On, Dictation On) are the same in all three profiles.
The gates: warn and block
Section titled “The gates: warn and block”A gate has three levels:
- Off — checks nothing.
- Warn — the step can go ahead, but the system asks for confirmation (the dialog lists what it warns about; the button reads Confirm — move to … or Save with the warning). A justification is optional; the confirmation and the justification are recorded on the timeline and in the audit log.
- Block — the step does not go through until the condition is met (“The policy blocks this step.”). Confirming does not get around a block.
The six gates: Order only with a quote, Order only with a client email (needed to send the report), Change order only with an amount, Close only with a sent final report, Close only with an “after” photo, and Stalled inquiry (days) — the last is only a flag (in the inquiry, survey and quote stages) and blocks nothing.
The Sharing group and the per-job override
Section titled “The Sharing group and the per-job override”The Sharing group sets the defaults: Client progress page, QR code on the report, Categories shareable with the client, Change-order amounts on the progress page, Link lifetime after closing (days). By default the shareable categories are Work done, Material, Client request and Change order; Problem / obstacle is internal by default. Activities, the survey and system rows are always internal.
Per-job override. On the job page, in the Sharing with the client panel, the What the client sees on this job block lets you change the Sharing-group values one by one for this job only. An overridden row gets an Overridden badge with the Default beside it. Set it back to the default and the job follows the policy again. The gates (Gates group) cannot be overridden per job, and on a closed job the override cannot be changed either. Details: Share and close.
Switches that are not available yet
Section titled “Switches that are not available yet”Three switches wait for an add-in and cannot be turned on today: Client can comment, Client approval of change orders and GPS location on photos. On the page they show disabled, with a reason (“Not available yet: … separate add-in.”), saving does not send them, and a hand-made value is rejected (“This setting is not available yet (add-in).”) — it is not silently ignored. Until they exist the client cannot write on the progress page, and photos do not record a location.
If it worked
Section titled “If it worked”The page confirms with Policy saved or Profile applied, and in the Profile panel the Current setting switches to the matching profile (or to Custom). The new rules apply from the next stage change, entry and closing. What has already happened is not rewritten by the change.
Common problems
Section titled “Common problems”| What you see | Why | What to do |
|---|---|---|
| No “Policy” tab / 403 | You lack the munkanaplo:settings right. | Ask your administrator on the Permissions page. |
| “Invalid setting value.” | A number is outside its range (e.g. Stalled inquiry 1–365, Link lifetime 0–365, Photos per page 1–12). | Fix the value. |
| “Unknown policy profile.” | The profile name does not exist. | Choose one of the three. |
| “This setting is not available yet (add-in).” | You tried to change a disabled switch. | Nothing to do — the switch does not exist yet. |
| A stage button is missing in the job page’s Stage panel | A switched-off Site survey, Quote or Handover stage cannot be entered, so its button is not shown. | Switch it back on in the Stages group. |
| All my values changed after switching profile | A profile writes all values. | Apply the profile you want again, change the difference, and save. |
Worth knowing
Section titled “Worth knowing”A new organisation, a new setting. Until someone saves a policy, the Simple profile applies.
The gate is not stricter than the code. The page’s labels and the server’s decisions come from the same catalogue: what the page calls Block, the server actually refuses, and the other way round.