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Guide to Field Notes on ExakTime Connect

Field Notes allow your employees to create notes about their work to provide additional information for the office, such as issues encountered at a job site, potential issues with their time, and more. ExakTime Mobile allows your employees to create text notes, pictures, and voice notes while ExakTime Connect allows you to create text notes.

Field notes cannot be sent from ExakTime Connect to ExakTime Mobile currently.

Table of Contents

Creating a Field Note in ExakTime Connect

  • Go to Tools and click Field Notes. You should see previously created/received field notes if any.

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  • Click Add a Field Note.

    ETC_-_Field_Notes_-_Add_-_00.png

  • Specify the type of field note, the subject (the entity the field note is related to), and a short comment.
    • The type of field note must be selected first before you can select the subject.
    • Photos and voice notes cannot be added to a field note from ExakTime Connect.
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  • Click Done to save your field note.

Creating and Viewing Recent Field Notes in ExakTime Mobile

You can learn more about creating and reviewing recently made field notes on ExakTime Mobile with the following dedicated resource. The resource can also be provided to employees.

Reviewing a Field Note

Field Notes are stored and can be reviewed within two sections, in the Field Notes section under Tools and within the profile of the field note subject. Any field notes created will be stored in ExakTime Connect indefinitely until deleted by a user.

All Field Notes

When a field note is first received it will appear in the Field Notes section. From here, you can "remove" a field note or leave it in the "Field Notes" page.

  • Go to Tools and click Field Notes. You should see previously created/received field notes if any.

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    ETC_-_Field_Notes_-_00.png

  • The type of entity that the field note is about is color coded for quick reference.

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  • If a field note has a photo, you can click the photo to view an enlarged version.

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  • If a field note has a voice memo, you can click the icon to download the voice memo. You will need a third-party application to listen to the voice memo. The file format of the voice note will depend on if it was created on iOS or Android. 

    ETC_-_Field_Notes_-_Voice_Note_-_00.png

  • You can click Edit to edit the subject and text of a field note. You can only view the field note type, subject, and text note from this window. The field note type cannot be adjusted.
    • When editing a field note, the editor is not noted currently. Only the original creator.
    ETC_-_Edit_Field_Note_-_01.png

    ETC_-_Edit_Field_Note_-_00.png

  • You can click Remove to remove a field note from this page. There is no confirmation prompt when removing a field note.
    • This will not delete a field note. To delete a field note, you must do it from the profile of the subject of the field note which is covered in the next section.
    ETC_-_Field_Notes_-_Remove_-_00.png

From the Subject Profile

All field notes can be reviewed from the profile of that entity. For example, if you want to see all the fields for a particular location, you can view the profile of the location and see all associated field notes. 

  • To access the field notes for a particular entity, click on the blue pencil icon to the left of the entity in the respective list.

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  • Click the Field Notes tab.

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  • You should see any field notes associated to the currently viewed entity.

    ETC_-_Field_Notes_-_Location_-_06.png

  • Click Edit to edit the text of a field note. You can only view the field note type, subject, and text note from this window. The field note type and subject cannot be adjusted.
    • When editing a field note, the editor is not noted currently. Only the original creator.

    ETC_-_Field_Notes_-_Location_-_Edit_-_00.png

    ETC_-_Field_Notes_-_Location_-_03.png

  • Click Delete to delete a field note. There is no confirmation prompt when deleting a field note. You must then press Save to fully delete the field note. 

    ETC_-_Field_Notes_-_Location_-_Delete_-_00.png

From Time Card Details

  • Go to Time Cards and click Time Card Details.

    ETC_-_Menu_-_Time_Cards_-_Time_Card_Detail_-_00.png

  • Select the date range that encompasses the date the field note was created.

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  • Select the employee that created the field note.

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  • There must be a time record for the date the field note was created to view the option. Click Field Note to view all field notes created by the employee for the given day. 

    ETC_-_Field_Notes_-_Time_Card_-_02.png

    ETC_-_Field_Notes_-_Time_Card_-_01.png

Field Notes Report

Field notes can be printed or exported into a PDF/XLS for archiving and/or review purposes. We have detailed the basic process below, but if you would like a better breakdown of the report, you can refer to our dedicated article.

  • Go to Reports.

    ETC_-_Menu_-_Reports_-_00.png

  • Click Field Notes from the List section on the left-hand side.

    ETC_-_Field_Notes_-_Reports_-_01.png

  • Set the parameters for your report: 
    • Date Range - The date range of field notes you want to view based on the field note created date.

      ETC_-_Field_Notes_-_Reports_-_02.png

    • Report Specific Options - Specify what field notes should be shown, how they should be sorted, and if the employee filter should focus on the creator of the field note or field notes about an employee.

      ETC_-_Field_Notes_-_Reports_-_03.png

    • Filters - Specify any filters for your employees to limit what should be shown.

      ETC_-_Field_Notes_-_Reports_-_04.png

  • Click View Report to generate your report.
  • The report should be created in a new tab based on your report parameters.

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