Work Records are the work activities or tasks that live within Tree Details or Work Orders and store the work task for a tree. You can add Work Records, archive work that has been done by your organization, be notified when work is due, and analyze the work at your organization using charts, graphs and tables. In TreePlotter™, you can add Work Records for a single tree, or a group of trees.
Topics covered in this tutorial:
- Adding Work Records for a Single Asset
- Adding Work Records for a Single or Multiple Assets
- Updating Work Record Details
- Work History and Archiving Work Records
- Work Records in the Data Table
- Work Record Reports
- Work Record Notifications
- Work Record Photos
Adding Work Records for One Asset:
Add within the Asset/Tree Details form
You can add a Work Record in the Details form within a specific asset for any of the layers in your application. Select the layer in the Interactive Legend that you would like to add work records to. Then, click on the asset and the WRS or the Details button in the assets pop up.
In the Details form, navigate over to the Work Records tab. When opening up the Work Records tab, you might see two sub tabs: Inventory Mode and WR (Work Record) Table. You have the ability to add a Work Record in either location.
To Add, click the Add button and a new blank record will appear in the table.
Using Inventory Mode
Inventory mode is a way to add the Work Record in a form-like format. Not all TreePlotter INVENTORY™ applications will have Inventory Mode but this is something that our Professional Services team can turn on for you. Reach out to firstname.lastname@example.org if you need assistance turning the tool on.
In Inventory Mode in the Work Records tab, you can add a Work Record by clicking on a Work Category, checking a Work Task and then clicking More. When clicking more, all of the fields will appear and can be filled in. When finished entering information on the Work Record, click Submit. The Work Record will then be added to the WR table.
From Asset/Tree Inspections
You can simultaneously add a Work Record while doing a Tree inspection. This will allow the crew to enter the Work Record(s) in a fom-like format, similar to the above Inventory Mode.
Select the Trees from the Interactive Legend, click on the Tree you are going to inspect and click Inspect.
After filling out the Inspection details, scroll to the bottom of the form and check the Add Work Record box.
This will allow you to add a Work Record and select a Work Category, fill in the Work Record details. You can enter as many work records as will be needed for this tree. When finished, click Submit at the bottom of the form.
It is important to note that if your Asset layer uses Advanced Inspection Forms, you will not have the ability to create a Work Record this way using that layer.
Adding Work Records for one Asset or Multiple Assets:
Work Records/Work History Data Table
To find the Data Table for Work Records/Work History, visit the Data button in the top left corner of your TreePlotter™ screen.
In the Work Records/Work History Table, you can add a Work Record for one or multiple trees by clicking Add. After clicking Add, you will see a method where you will be able to choose to Add a Work Record for one point, multiple points, drawing a polygon around a group of assets, using the Advanced Filter, or by an asset’s Primary ID.
By selecting Point or ID, you can create a Work Record for a single asset.
By selecting Multiple Points, Polygon, or Advanced Filter, you can create new Work Records for multiple assets.
Select the proper method, then click Link. You will then be directed to the layer where you can chooe the single point, multiple points, draw the polygon or directly create Work Records using the Advanced Filter.
After finished, multiple records or a single record will appear highlighted in the Work Records Data Table.
From a Work Order
To add a Work Record from the Work Orders layer, select the Work Orders layer in the Interactive Legend. Select the Work Order on the map that you would like to add a Work Record to. Navigate to the Work Records tab of the Details form. Click Add. First you will be asked to select a layer that you would like to add your Work Record to, then you will be asked to select a method to link the existing Work Records or new Work Records to.
Click the Link button after you select the layer and the Method. The Work Order window will minimize and you will be able to link Work Records to your Trees. The Tree layer will automatically be selected in the Interactive Legend and be viewable on your map. Select the trees on your screen that you would like to Link. Click Done Linking at the bottom left corner of the screen when you are finished making your selections.
If you want to add a Work Record to an Tree that is not yet on the map, click the Add Non Inventoried Work button. This feature will allow you to create a Work Record and add the Tree to your map later on.
Updating Work Record Details:
After adding Work Records, you can update the Task, Assigned To, and other details within the Work Record.
To Update Work Record Details for one Work Record, click on the cell you are wanting to update in the table and select the value you are wanting to enter.
In the Work Records Data Table, the Work Record Table in the Details form for an Asset or Work Orders, you can use the Update tool if available. Simply click on the records you are wanting to update by selecting the toggle boxes, then click Update. Those records will be selected at the top of the tool. Using the Add Field drop down you can select the field(s) you are wanting to update, then click update.
Understanding Work History and Completing Work:
Work History is completed Work Records that have been Archived. After adding a Work Record and changing the Status of the Work Record to complete, most Work Records will automatically Archive. The Completed Date will also populate automatically when the Work Record is completed. To find the Completed Work Records, click on the History tab > Work History tab.
To do this manually, check the Archived box in the Work Record table. The Archived Record will move the Work Record from the Work Record Table in the Work Records tab into the Work History tab under the History tab.
If your Work Records are not automatically archiving (visible in Work History) and you would like them to, please let email@example.com know, so we can make that change for you. If you would not like the Work Record to automatically Archive, let us know, and we can also make that change for you.
Once a Work Record is Archived and moved into Work History, it’s details cannot be edited. It can be deleted, duplicated, zoomed to and managed using the More button in the Work History table.
Work Records and Work History in the Data Table:
To manage Work Records and Work History, you can update Work Records, zoom to, sync, duplicate, delete or export our your Work Records in the Data Table. Open the Data Table, and Click on the Work Record/Work History data table. Work Records and Work History are kept in separate tables. The Work History is not able to be updated once the Work Record is completed and archived (turned into Work History). To learn more about managing your data in the Data Table, click here.
Work Records and Work History Reports:
You can print out detailed reports on the current and previous work at your Organization. Navigate over to the Hub, click on the Reports section and then expand Work Record/ Work History Reports. There are many report templates to choose from. You can run fully detailed reports or just summaries of the work that has taken place. You can organize those reports by Species, Genus or Work Orders.
Work Records and Work History Analysis:
In the Stats section of the Hub, you can analyze the type of work being done at your organization in chart, bar graph or tabular format. You can analyze the Work Records by Status or by the Category of work.
Notifications and Work Records:
When work is approaching Due Dates or overdue at your Organization, you will receive Notifications in the Hub. Open the Hub, select Notifications, and select the layer you are wanting to view the Work Records for. Then, click on the Work Records link. TreePlotter will then automatically apply a filter to your map, for you to be able to view the Work Orders or Assets with those due Work Records. Select either of those layers in the interactive legend and you will be redirected to those Work Records that need to be handled. To learn more about Notifications, click here.
Attaching Photos to Work Records:
You can attach photos to work records in the Data Table, Tree Details Form, or from a Work Order.
Select the group of trees you wish to view with the advanced filter tool then navigate to the Data Table found next to the Hub. Once in the Data Table select work records / work history.
Tree Details Form:
Select the Trees Layer, then select the tree you would like to attach a photo to. Select the Work Records tab.
Select the Work Orders Layer, then select the work order you would like to attach a photo to. Select the Work Records tab.
Uploading the photo:
Once you are in the display you will find a column titled ‘Photo’. Double click on the cell with the corresponding ‘Photo’ column and tree ID. In the open cell select the ‘Choose File’ button which will allow you to take one photo directly with the camera on the device, or to navigate to the image(s) you wish to select. You can add up to 5 images if you browse to them.
Viewing the Photo:
Now you have added a photo to the trees work records which can be viewed in the tree details form under the work record tab and in the tree reports found in the WRS tab within the initial tree popup window.
- Once a Work Record is Archived and moved into Work History, it’s details cannot be edited.
- Editing Work Records can be difficult when out in the field. We recommend using the Update button when updating Work Records out in the field to update more than one record.
- Work Records can be edited in TreePlotter™ Offline.