> For the complete documentation index, see [llms.txt](https://help.aphex.co/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.aphex.co/docs/diary/mobile/contributing-to-a-diary-entry.md). # Contributing to a Diary Entry {% hint style="info" %} **Who can use this feature?** Any user configured as a Contributor on a diary can add content to entries. {% endhint %} Contributing to a Diary Entry means adding the details of your day's work: which tasks you completed, how they progressed, materials used, and any notes or observations. The contribution workflow is the same whether you're using the mobile or web app, though the interface differs slightly. If you are using the web version, see our Web Diary Guide
## Open the Diary Entry *** To begin contributing to a Diary Entry, you will need to either create a new Diary Entry or open an existing Diary Entry that someone in your team has already created.
**To open a new Diary Entry:** * Select from the bottom navigation bar * Locate the unopened Diary Entry from the list and click * Select at the bottom of the screen **To contribute to an existing Diary Entry:** * Select from the bottom navigation bar * Select at the top of the screen * Locate or search for the open Diary Entry from the list * Tap on the Diary Entry * Select at the bottom of the screen ## Select Tasks *** This is where you tell the Entry which tasks you worked on today. Selected tasks determine what you can log in later steps (progress, quantities).
**To add suggested tasks:** * Tap the on suggested tasks that match your work for the day * Selected tasks show a blue checkmark and move to the top Selected Tasks section **To add other tasks:** * Tap * In the search screen, use to narrow results * Tap the on the tasks you want to add to the Diary Entry **To create an unplanned task:** * Tap * Select * Add the Task Name * Tap
Task Selection Rules * Suggested tasks appear based on who's working and historical pattern * The same task can be worked on across multiple entries * Unplanned tasks exist only the entry they were created - they won't appear in future entries * Search by task name or ID * Once selected, a tag shows who selected the task
## Progress Updates *** Log how tasks progressed during your shift: on track, delayed, or ahead of schedule.
**To make progress updates:** * Review tasks that already have progress logged * For tasks needing an update, tap the 'on schedule' or 'delayed' icon * Select the impact: On Schedule, Delayed by days, Moved earlier, Shortened * Enter the number of days (if applicable) * Add a comment describing the change * Tap
Progress Update Rules * This step is only visible if "Task Progress Updates" is enabled in Diary Steps * Progress updates appear on the task in real-time for all users * Deleted progress is removed from both the entry and the task
## Record Material Quantities *** For each Planned Material allocated to a Linked Task, diary contributors can record Material Actuals against.
**To record Planned Material Quantities against tasks:** * Locate the task you want to record actual material quantities for * Enter the actual quantity, or click ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2F4WRIofZq3jTK5Bzk5wpu%2FRecent.svg?alt=media\&token=c2718ea3-eaed-41fc-9dd4-7b9176104191) to browse recent inputs **To record Unplanned Material Quantities against tasks:** * Locate the task you want to record an unplanned material quantities for * Select and select the material from the dropdown * Input the material quantity
Material Quantity Rules * Any named diary contributor will automatically have permission to add quantities to a Task * Actuals logged across all Diaries will always be reflected on the Task in Planner * If the Task is Unlinked from the Entry, any associated Actuals will be automatically removed from the Entry (and from the Task) * Any Actuals added to an Entry will not be included in the data sent via the Power BI API
## Record Labour & Plant Details *** Record actual Labour and Plant details for the day.
**To add Labour & Plant details:** * Tap the * Input the required \* and optional Labour or Plant details * Tap ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2F0aWlVTv4VMhdRXci7uXF%2FSave.svg?alt=media\&token=bb037987-51f5-4489-b9f0-0319af2d4042)
Labour & Plant Details Rules * Name and Quantity details are required. Without inputting these details, the record will not save. * Additional labour and plant fields (Type, Start Time, End Time, Cost Code etc) can be added from the Diary settings. See Getting Started in Diary
## Add Notes & Photos *** Add related notes and photos to the Diary Entry and link to specific tasks.
**To add a note or image:** * Select and choose which note you'd like to attach * Image to Text: Take a photo of handwritten notes to be generated into text * Voice to Text: Speak into the microphone to generate a transcribed note * Image: Upload JPG or PNG files from your computer * Write Note : Type a note to add to the Diary Entry **To link notes and images to a task:** * Locate the note or image you wish to link, and click ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FTU7XaMe5QREhK7zDMqPk%2FIcon%20Buttons%20from%20Figma.svg?alt=media\&token=814e0413-eadd-4377-9c64-09ef5ee5ea64) beneath it * Select the related task **To link multiple tasks to one note or image:** * Click on the image or note * Tap in the top right corner * Select duplicate and tap ← * Select and Add from Clipboard * Tick the duplicated image and select * Tap ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FTU7XaMe5QREhK7zDMqPk%2FIcon%20Buttons%20from%20Figma.svg?alt=media\&token=814e0413-eadd-4377-9c64-09ef5ee5ea64) beneath the duplicated task * Select the related task
Note & Image Rules * Each clip can be linked to one Task only * A Task can have multiple clips linked to it * Notes and Captions can only be edited by the author * All inherited Photos and Notes will automatically link to a task, and this link cannot be removed or changed
## Generate Summary *** Generate a summary of your entry with AI, or write one manually.
**To generate a summary:** * Click to draft an AI-generated summary * Review the generated summary and add any additional details * Alternatively, manually type the summary in the text box
Summary Rules * The AI-generated summary will cover the following categories: 1. **Delays & Disruptions** (always first if present) 2. **Meetings & Inspections** 3. **Safety, Quality, or Environmental Issues** 4. **General Notes** (always last if present, only when no other category fits) * When clicking on ‘Regenerate’, the existing summary remains unchanged. Any new data (from progress or clips) are added to the bottom of each relevant category.
## Review & Submit *** Once all contributors have updated the diary entry for the day, the next step is to review and submit the diary. It is the responsibility of the contributors to either lock, or submit the entry for review at the end of each day.
**To Review & Submit the Diary Entry:** * Review the diary entry details and confirm that all information is correct * If information needs to be updated, navigate back to the relevant section and make any changes * Once reviewed, click Note: If your Diary has one or more Reviewer assigned, you will be prompted to instead
Locking & Submitting Diary Entry Rules * Diary entries can be locked and unlocked by any named Contributors on the Diary * Once the Diary Entry has been Submitted for Review, only Reviewers can re-open the Diary Entry
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