Daily Entries - Other Entries

Video for the Other Entries section

Other Entries

All authorized persons can add records to this section. A new record is added using the + New record button.

In the New Other Entry window, you can enter text of any length in the Description field.

The Category field is linked to a reference list that allows records to be divided into groups or filtered.

The Specification field is used to provide a more detailed designation of the record for subsequent filtering.

Attachments of any format can be uploaded to the record. When adding attachments, we recommend adjusting the size and number of attachments to the quality of your internet connection. The larger the files, the more problems may occur when downloading them or uploading a signed report. The size of a single file must not exceed 30 MB.

Please note compressed files such as ZIP, RAR, ARJ, etc. Most free versions of PDF editors do not allow attachments in compressed formats to be downloaded from a PDF file. We therefore do not recommend adding compressed files as attachments. A domain Administrator can disable the uploading of these file types in the Domain Settings.

In the Project Diary Settings, you can enable the Location and Drawing fields. This allows the record to additionally be localized using GPS coordinates on a map and/or on a drawing uploaded in the Project Settings.

Other Entries always display the Author of the record and their role in the diary.

The author should also sign their own records, thereby locking them. If they do not have a signing certificate, a scan of the signed report can be uploaded to lock the record. Details regarding signing Other Records reports are described in a separate section of the documentation.

Other Options

The Other options button is available in the upper-right corner of each entry and provides various options for working with the entry. The most frequently used functions are displayed in the entry header as separate buttons.

Edit can only be used by the author of the entry and only until the entry has been signed or a response has been created for it.

Diary entry preview - displays the entry in PDF format in the browser.

Download for digital signature, Upload digitally signed file, and Upload scan of this report are related to signing or locking the entry and are explained in a separate section.

Respond - this option creates a response to the selected entry and links it to that entry. More information about this functionality is provided below.

Related entries - this option is inactive until a response has been created for the entry. It is used to display the thread containing the original record and all responses belonging to it.

List of recipients allows you to send a notification about the added entry by email to any authorized person in the diary. See below for more information.

New task for this diary entry and Ticket related to this entry are related to the Ticket Management module and are described in a separate section.

Delete can only be used by the author of the entry and only until the entry has been signed or a response has been created for it. If an unsigned entry that already has a response needs to be deleted, the response must first be deleted, followed by the relevant entry.

Respond and Related Records

When Respond is selected, the The entry you want to respond to window opens for editing the response. The upper part of the window displays the complete entry you are responding to, with the editing fields below it.

The author enters their response in the Description field.

The contents of the Contractor Name, Category, and Specification fields are automatically copied from the original record by default.

In the Date where response will be saved field, the application automatically sets the current date. The date can be changed using the calendar icon. The displayed calendar only offers days on which the response can actually be entered. If previous days have not yet been signed, the response can be entered on one of those previous days, but no later than the day containing the entry to which you are responding.

A yellow Related entries icon indicates that a response has been added to an entry. The number indicates how many responses have been made to the entry. Clicking the icon opens the Other entry response tree window.

The Other entry response tree window displays all entries that are related to one another, meaning they were created using the Respond option. The current entry is always highlighted with a blue header, and all preceding and subsequent records in the thread are visible.

Sending an Email and Message Recipients

Due to the nature of the Other Entries section, a quick response from the other party is often required. To ensure that the relevant person is informed about an entry in time, an email notification function is available through the List of recipients option in the Other options menu.

The Notification of Other entry window opens with a list of all authorized persons. By checking the box on the left, you can send a message by email to any person on the list, including sending notifications repeatedly.

Any person's info can be opened from the list to display their email address and role. For people who have been sent a notification, the date and time when it was sent are also displayed.

People who have been invited to the project by the Project Administrator but have not yet created an account in the application are marked with a red exclamation mark.

A purple Message recipients icon in the record indicates that a notification has been sent. The number indicates how many people received the notification. Clicking the icon opens the Notification of Other entry window. For all recipients who have received the notification email, the envelope icon on the left is displayed in blue.

Notifications can be sent automatically by checking the Other Entry E-mail Notification option in Diary Identification → Authorized Persons, in the editing window for the relevant person. This person must be allowed to use this function by selecting According to Diary settings under Project Settings → Project Team → “Email notification - Project Diary”.