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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


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:

  • Open the Diary Entry and tap in the top right-hand corner

  • Select Diary History and click on any previous versions to preview it

  • If you want to restore that version, click

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


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

  • Tap the menu in the top right-hand corner

  • Tap Archive Diary Entry

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

To restore an archived entry:

  • On the All Diary Entries list, click and tap

  • Click the Archived Entry you want to restore

  • Tap - the entry will return to its previous status (Open, Awaiting Review or Locked)

To delete an archived entry:

  • On the All Diary Entries list, click and tap

  • Select the Archived Entry you want to delete

  • Tap the menu in the top right-hand corner

  • Tap Delete Diary Entry


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

To export a single entry:

  • Tap the Diary Entry to open Diary Entry Details

  • Tap the menu in the top right-hand corner

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

  • Click

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

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

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