Managing a Diary Entry

Who can access this feature?

All Contributors on Diaries can archive and restore versions, delete Entries, and export Entries as PDFs.

Version History & Restoring Changes

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Entry versions save automatically every 2 minutes, but you can view older versions of an Entry and restore them if needed.

To view and restore a previous version:

• Click the Diary Entry from the Diary Entries list

• Select in the top right-hand corner

• Click on any previous versions from the right-hand panel to preview them

• If you want to restore that version, click

• The Entry will revert to the selected version and its contents

Versioning Rules

• Versions are saved automatically every 2 minutes while editing

• Any Contributor with edit access can restore a previous version

• Restoring a version replaces the current version of the Entry

• All Contributors and changes are tracked in version history

Archiving, Restoring & Deleting Entries

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Diary Entries can be archived, restored and deleted. Archived entries don't count toward performance or completion metrics.

To archive an entry:

• Click the Diary Entry from the Diary Entries list to expand the right panel

• Click the menu

• Select Archive Diary Entry

• The entry moves to Archived status and hides from your Entries list

To restore an archived entry:

• On the Diary Entries list, click and select the Include Archived Diary Entries checkbox

• Click the Archived Entry you want to restore

• In the right panel, select - the entry will return to its previous status (Open, Awaiting Review or Locked)

To delete an archived entry:

• On the Diary Entries list, click and select the Include Archived Diary Entries checkbox

• Select the Archived Entry you want to delete

• Click the and Delete Diary Entry

Archival and Deletion Rules

• Archived entries are hidden by default but can be viewed with filters

• Archived entries don't count toward completion, streaks, or performance metrics

• Only users who can edit an entry can delete it

• Archived entries remain until restored or permanently removed by an Admin

• Admins can permanently delete entries, which erases them completely and cannot be undone

Exporting Entries to PDF

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Export individual or multiple entries as PDF files for sharing and reporting.

To export a single entry:

• Click the Entry in the Diary Entries list

• In the right panel, click

• Select which sections to include or hide and drag & drop the sections to reorder them

• Click

• The file is named after the entry (e.g., "KSU-North-03-08-2026-Day.pdf")

To export multiple entries:

• Select multiple entries from your Diary Entries list using checkboxes

• Click the download icon in the bottom menu

• Select sections and drag & drop to reorder (applies to all selected entries)

• Click

• A ZIP file named "Aphex Diaries" containing individual PDFs will automatically download

Export Rules

• All users with Diary access can export entries, regardless of status

• Default sections shown: Header, Summary, Tasks, Media, Weather, Quantities, Notes

• Hiding a section removes it completely from the PDF

• Export configuration is remembered per user per session and applies to future exports

• PDFs are always A4 size

• Multi-page PDFs show page numbers (e.g., "Page 1 of 3")

• Footer includes the Entry Name, Export Date & Time (local time), User Name of the user who exported

• Task names in PDFs reflect current data (if a task was renamed after entry creation, PDF shows current name)

• Media and notes appear in chronological order by capture/creation date

Entry Statuses

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Entries move through three statuses depending on your Diary's review configuration.

Status	Meaning	What You Can Do
	Entry is being worked on	Edit, add content, save progress, submit or lock
	Entry submitted, waiting for reviewer	View (read-only); Reviewers and Contributors can re-open to make changes
	Entry is finalised	View (read-only); only Admin or Reviewer can reopen for edits

Status Details Rules

• Contributors can edit Open entries multiple times before submitting

• Locked entries are finalised and count toward performance metrics

• Editing a Locked or Awaiting Review entry moves it back to Open

• An entry cannot move directly from Open to Locked without review unless no reviewers are set on the Diary