> 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/web/diary-entries/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.
## 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 contribute to an existing diary entry:** * Navigate to the Diary Entries tab * Locate the existing Diary Entry you want to contribute to * Click on the Diary Entry name to open the Entry Details * Select in the top right-hand corner To open a new Diary Entry, seeCreate a New Diary Entry
How Diary Entry Contributors Work You count as a contributor to a Diary Entry the moment you add content (notes, photos, quantities, progress updates) to an entry - viewing alone doesn't make you a contributor.
Opening a Diary Rules * If the Diary is **Open**, the option to will show * If the Diary is **Closed/Reviewed**, the option to the Diary Entry will appear * Regardless of state, you can: * `Export` the entry * View `Diary History` * Use the `Overflow` menu to archive the Diary entry, or to navigate to the Diary itself
## Select Tasks *** This is where you record which tasks you worked on for the day. Selected tasks determine what you can log in later steps (progress, resources).
**To add tasks:** * Tap the on suggested tasks that match your work for the day * Click to find specific tasks * In the search screen, use to narrow results * To create a new task, click * Selected tasks show a blue checkmark and move to the top Selected Tasks section
Task Selection Rules * Suggested tasks appear based on who's working and historical pattern * The same task can be worked on across multiple entries * Search by task name or ID * Once selected, a tag shows who selected the task
How Unplanned Tasks Work Users can create Unplanned Tasks via the Task Search modal if a Task does not already exist in the Project. Unplanned Task Rules: * Any Contributor can create an Unplanned Task * Unplanned Tasks exist solely within the specific Diary Entry where they are created. They are not added to the Project’s Plan and do not carry over as Suggested Tasks for future Entries * Unplanned Tasks are defined only by their Task Name. They do not hold any other properties (like Owner or Dates etc). * Progress Updates cannot be added and Material Actual History will not be visible for Unplanned Tasks.
## 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 * Select
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%2FabTzKZrN4f3pgpaqbzfd%2Frecent.svg?alt=media\&token=4a59b38c-d597-4ad2-a066-3923a9a5d06c) 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 *** Link related notes and photos to the Diary Entry.
**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 * Write Note: Type a note to add to the Diary Entry * Image: Upload JPG or PNG files from your computer * Add from Your Clipboard : Attach images you have added to previous Diary Entries **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:** * Hover over the image or note and select * Select duplicate * Link the duplicated note to the second 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
## Generate Summary *** Review an AI-generated summary of your entry, 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 **To update the summary:** * If any changes are made to the Diary Entry, you will need to update the generated summary * Click ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FsL0ZO5upZsniADRC5QLc%2FUpdate%20from%20Figma.svg?alt=media\&token=08f2b698-f920-4476-83c7-ffc55f106c39) from the Summary tab in the left-hand panel
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
## Next Steps *** If the diary has one or more reviewers assigned, they can now go and Review the Diary Entry. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.aphex.co/docs/diary/web/diary-entries/contributing-to-a-diary-entry.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.