Field Notes

User Personas: Project Manager | Field User

The Field Notes tool is how the job site talks to the office. A field user photographs a condition, tags where it is, and saves it. The office sees it the same minute and can respond, without a phone call or a text thread that nobody can find later.

Used consistently, Field Notes become the contemporaneous record of what actually happened on the job: progress, delays, damaged material, safety observations, deliveries. That record is what you reach for when a claim shows up months later.

To perform the actions described in this article, you must have the Field Notes - General Permissions and Share permissions.

Use the links below to jump to a topic:

• View and Manage the Field Note Log
  • Log Features
• Create a Field Note
  • Field Note Features
• Email a Field Note with Media
• Download, Generate a PDF, and Email a Field Note
• Edit a Field Note
• Delete a Field Note
• FAQ
  • Can Field Notes be created from the mobile app?
  • What is the difference between a Keyword and a Location Tag?
  • Is there a quick way to see which notes have photos?
  • How do I email a Field Note without sending every photo?
• Permissions

View and Manage the Field Note Log

1. Select Projects on the global navigation menu, then select the project from the list.
2. Select Field Notes from the slide-out menu.
3. Use the sort and filter controls on the log to refine the list. See Log Features.
4. Select a Field Note to view it.

Log Features

The log is where you find a note, act on it, and get information out of eSUB. The detail for each of these lives in the linked article so there is one place to check when it changes.

Feature	What it does	Where to learn more
Log View Toggles	Toggles the Field Note log from List view to Card view. The default setting is List view.	N/A
Search, sort, and filter	Use the Search bar at the top of the page to enter your search criteria. The filter funnels in the column-header can be used to make your desired filtering selections. Clicking on the column-header description will allow you to sort the data in the log in ascending or descending modes based on the contents of the column.	Navigating Through the eSUB Fusion Interface
3-dot Menu Options	From the corresponding 3-dot menu option of a selected Field Note: View Edit Delete (with Field Note - General Permissions - Delete permission) Opens the email form to send a Field Note. Views the PDF with display options and media selection options.	Document Downloads and Exports Emailing Documents Email a Field Note with Media Download, Generate a PDF, and Email a Field Note
Actions Button	Creates a New Field Note Exports the log to a spreadsheet or a .csv file. The spreadsheet version (.xlsx) includes a Media Summary sheet linked to the main Field Notes Log sheet, so you can see the media on each note without opening the notes.	Create a Field Note Document Downloads and Exports

Filter the log before you export and the file comes out with preferred Field Note(s) per your selected criteria.

Create a Field Note

Field Notes can be created on the web or on the mobile app. Most are created in the field. See the Field Notes on Mobile article for the mobile flow.

1. Select Projects on the global navigation menu, then select the project from the list.
2. Select Field Notes from the slide-out menu.
3. Select Add Field Note on the action button.
4. Enter a description in the Notes field.
5. Add attachments, Keywords, and Location Tags as needed.
6. Select Save when finished.

Field Note Features

Email a Field Note with Media

Field Notes are mostly photos, and you rarely want to send all of them. You can choose which images go out.

1. Select the three-dot button in line with the note on the log page (or via the Email button when you have your desired Field Note open), then select Email.
2. Select the images to include.
   • All images are selected by default. Clear the ones you do not want to send.
3. Add recipients and any comments and select Send.

See the Document Downloads and Exports and Emailing Documents articles.

Download, Generate a PDF, and Email a Field Note

1. Select the 3-dot button in line with the applicable document from the log page, then select View PDF. Alternatively, selecting your desired Field Note and selecting the View PDF or Email buttons will have the same effect.
2. Select the desired media to include in the PDF, then select Generate PDF. All images are selected by default. Clear the ones you do not want to send.

3. Review the generated PDF in the viewer. If the preview is acceptable, select Download to save it, or select Email to send it directly from the viewer. Your PDF selections carry over into the email.

   • To change the included options, select Configure and repeat step 2.

   

Edit a Field Note

From the Field Notes log:

1. Select a Field Note to view it, then select Edit.
2. Make your changes.
3. Select Save when finished.

Delete a Field Note

From the Field Notes log:

1. Select a Field Note to view it, then select Edit.
2. Select Delete.

FAQ

Can Field Notes be created from the mobile app?

Yes, and that is the usual way. See the Field Notes on Mobile article.

What is the difference between a Keyword and a Location Tag?

A Keyword says what the note is about and is shared across the company. A Location Tag says where on the job site it is, and the list is built per project as your team creates notes.

Is there a quick way to see which notes have photos?

Export the log to a spreadsheet. The spreadsheet version includes a Media Summary sheet linked to the main Field Notes Log sheet, so you can review the media on every note in one place.

How do I email a Field Note without sending every photo?

Clear the images you do not want before you send. See Email a Field Note with Media.

Permissions

Administrators can adjust permissions; see Set Up User Permissions.

See also: Document Media & Attachments, Document Downloads and Exports, and Emailing Documents.