The Work tab and associated data tabs
The Work tab of a Portfolio Record or Project shows all of the work items associated with that record. You can think of work items as packages that hold data on various things associated with a Property. For example, a Baseline Report work item may contain map data, photos, tasks, and a .pdf all associated with the Baseline Report.
Below the work tab are tabs which allow you to see all of the additional data that can belong to a work item: Attachments; Time; Expenses; Funding; Tasks; Communications, and Reports. For example, clicking on 'Attachments' will show you a list of all documents and photos which are attached to work items.
The main Work page is broken down by Work Item type into Work categories. Once a work item has been added, the work item will show whether it contains any attachments, reports, or incomplete tasks. It will also indicate which record and/or project the work item belongs to, if applicable.
For example, in the screenshot below, you can see that the row indicated contains one unfinished task, one report, and one document attachment.
Add a new work item by clicking 'Add Work' at the top of the page.
Click on a row to open the work item, or hover over it for access to the hover menu. The hover menu options are clarified with tooltips, but from right to left are: Open/edit; turn on map data; copy work item; link to project; download all attachments; and delete.
To search or filter the contents of a Work group, click on the filter/search button in the upper right hand corner of the group. Sort with the arrow buttons:
The map button at the top of a Work group will turn on and off the map data for the entire group. You can turn off/on individual items by using the hover menu.
Finally, use the check box button to apply bulk operations to many items in a group at once. Click the button, then select the records you want to perform the action on. Once selected, click on 'Actions' and select Copy, Download, Add to Project or Delete.
Showing large numbers of items
Some records contain large lists of work items, documents, expenses, etc. Using the 'show more' button will only load a certain number of objects at once. If you find yourself needing to review and filter one of these large lists often, consider using the Data Viewer instead, which is designed to handle large data sets.
Associated Data
Attachments, Time Tracking, Expenses, Funding, Tasks, Communications, and Reports can all be attached to work items. You can see all of these objects on their own via their associated summary tabs.
Attachments
Click the paper clip icon to view all attachments linked to a record. Attachments include both documents added manually (like .pdfs uploaded by users) displayed with the 'General' button as well as photos attached to geography (like site visit photos) displayed with the 'Photos' button.
You can use the 'General' and 'Photos' button at the top to view the different sets of attachments together or separately.
Each object will indicate which project and work item it belongs to, if applicable.
Clicking on an item will open the item. If it's a .pdf or image, it will be shown on the right. To edit the metadata of the item, hover over it and click the 'edit' button. Note that if you want to edit the photo caption, photographer information, etc, you will need to navigate to the photo on the map in the proper work item. This set of options is for editing the storage name and description only.
The buttons in the hover menu are: Edit; open; download; move attachments; change mobile availability; set document permissions; and delete. These options (aside from edit and open) are also available by using the bulk select option, as described in the previous section.
Use the search/filter buttons in the top menu bar to locate a document quickly. For example, if you need to find a recorded easement and you know the name 'Easement' is in the file name, you could enter 'easement'
Uploading New Photos and editing Photo data
Photos displayed in the 'Photos' tab of Attachments are stored within map objects, like points. In most cases you will want to edit their data by clicking on the map object that they are associated with and editing them from the side panel pullout. Similarly, in order to upload new photos, you'll probably want to create new points and then add the photos to those points, or use the 'upload geotagged photos' feature to automatically map the photos. Editing the name of the photos in attachments will only change the storage (file name) of the photo, and will not alter the photo description field. Information on uploading photos can be found in this article: How to upload site visit photos if you didn't use the Landscape Mobile App.
Time Tracking
The time tracking tab shows all time tracking entries associated with the record. Time Tracking is typically used to track staff and volunteer time. Time tracking entries are created automatically when performing a site visit. You can edit a time tracking entry by clicking on it. The total number of hours for the record is displayed at the top of the page.
Expenses
The expenses tab allows you to view and add expenses to the record. Expenses can be labor, cost for a work item (such as a survey), or the purchase price of the Property. Simply click on an expense to see and edit additional details. Expenses are often associated with budgets. More on tracking budgets and expenses here. Note that budgets are only available if you're using a Project. Total expenses for the record are shown at the top of the tab.
Funding Disbursals
The funding disbursals tab shows you all funding disbursals associated with a record, and also allows you to add new ones. The results can be sorted, filtered, and edited. To edit a funding disbursal, simply click on the entry. More on tracking funding here.
Tasks
The tasks tab shows you all tasks associated with a record. Click on the 'edit' button next to a task to see and edit the full details of the task. The auto-filter buttons at the top of the page allow you to quickly filter by multiple commonly needed criteria. More on using tasks here.
Communications
The communications tab displays all communications associated with the record. There are several filters across the top of the page that allow you to display other views of communications. 'All Communications' will display all communications associated with the record (entered from the Communications tab, Record Contact page, or from within work items associated with the record). 'Recent Communications' displays all communications entered from within the record in the last two weeks. 'Record Contact Communications' displays all communications that are associated with any contact related to the record. In other words, if Leafy Greens Land Trust has been added as a contact to several records, this view will show you ALL communications with Leafy Greens Land Trust, regardless of the record that they've been entered in. 'Your Communications' displays all communications where you entered the communication.