Manage documents, logbooks and job reports

This article explains how to find, upload, organise, download and share documents, logbooks and job reports in BriqSafe. It also explains where newly generated reports appear and how to handle reports that are still processing or have failed.

Browse the Documents library

Use the organisation-wide library to find stored files and reports.

1. Open Documents from the sidebar.
2. Open a folder card to browse its contents, or select a file card to open its details.
3. Use Location, Type, Sort By and Order to filter and sort the list.
4. Use the search bar to find matching entries across folders. Select Refresh to reload the list.

A document filed under a Location that you cannot access is not shown in the list or search results. Ask your administrator for access to that Location.

Browse documents for a Location

1. Open Locations and select the Location.
2. Open the Documents tab.
3. Browse the folders, or use Type, Sort By and Order.
4. Open a document to preview it or select Download.

This tab shows only items filed under that Location. Organisation-level documents appear only in the organisation-wide Documents library. Report generation is not available from a Location's Documents tab.

Upload a file

Note

Required permission: report-create permission. Viewers do not see Upload; Engineers and higher can upload.

1. In Documents, open the folder where the file should be stored.
2. Select Upload.
3. Choose the File. The Name is filled from the file name and can be edited.
4. Optionally enter a Description and comma-separated Tags.
5. Optionally select a Site, which is the Location for the file.
6. Select Upload.

Inside a Location's folder, the file automatically takes that Location. In a client or organisation-level folder, leaving Site empty keeps it at organisation level. At the top level, an empty Site sends the file to Organization documents; selecting a Location sends it to that Location's folder. Files cannot remain at the top level.

A duplicate name is rejected rather than replacing the existing file. Uploading is blocked while the organisation is archived.

Create and organise folders

Note

Required permission: report-create permission. Viewers do not see New Folder; Engineers and higher can create folders.

1. In Documents, open the folder where the new folder should be placed.
2. Select New Folder.
3. Enter a Name. Optionally add a Description and comma-separated Tags.
4. If the current folder has no Location, optionally select a Site.
5. Select Create Folder.

Create a folder inside another folder to nest it. Inside a Location's folder, the new folder automatically inherits that Location. At the top level, a folder with no Site is saved in Organization documents; selecting a Location places it in that Location's folder.

Edit names, descriptions and tags

Note

Required permission: report-update permission. Viewers, Engineers and Inspectors cannot edit entries; Managers and higher can.

1. For a file, select its card to open the details. For a folder, open its actions menu and select Details.
2. Open the More menu and select Edit. A folder's actions menu also provides Edit.
3. Change the Name, Description or Tags. Files also have a URL field.
4. Select Save Changes.

Two entries in the same folder cannot have the same name. Folders managed by BriqSafe cannot be renamed. Editing is blocked while the organisation is archived.

Move entries

Note

Required permission: report-update permission. Managers and higher can move entries.

1. In the organisation-wide Documents library, select Select.
2. Tick the entries to move.
3. Select Move.
4. Under Destination, open folders until the destination is shown. Use the trail above or Home to move back.
5. Optionally enter a New Name for one item.
6. Select Move.

On desktop, you can also drag an entry onto a folder card or breadcrumb. The top level cannot receive moved entries, and folders managed by BriqSafe cannot be selected or dragged. A name clash or moving a folder into one of its own subfolders causes that item to fail, while other selected items can still move.

Delete documents and folders

Note

Required permission: report-delete permission. Managers and higher can delete entries.

1. For a file, select Delete on its card or open its details and use the More menu. For a folder, open its actions menu and select Delete.
2. Confirm in the Delete entry dialog.

To delete several entries, use Select, tick the entries and select Delete. Deleting a folder also deletes everything inside it. Folders managed by BriqSafe cannot be deleted. Deletion is blocked while the organisation is archived.

Generate a job report or logbook

Note

Required permission: report-create permission. Viewers do not see Generate Report or Retry generation; Engineers and higher can generate reports.

Reports are created in the organisation-wide Documents library and saved there automatically. Nothing needs to be uploaded manually.

1. Open Documents and select Generate Report. On a small screen, select Report in the floating toolbar.
2. Choose a Report Type.
3. For a Job Report, select the Location and the required Visit.
4. For a Location Logbook, select the Location and complete the Period, Scope, Sections, References, Report language and People fields.
5. For a Location Logbook, select a Report signatory other than yourself and tick I confirm the signatory has authorised this report.
6. For other report types, select the required fields and Report Preset.
7. Select Generate Report, or Generate on a narrow screen.

The new entry appears in the list straight away with a Processing badge. The export runs in the background, and the list checks again every few seconds. The completed PDF appears without a manual Refresh. A Location Logbook period cannot exceed one calendar year or end in the future.

Handle a failed report

1. In Documents, find the entry with the Failed badge.
2. Read the reason shown below the entry name.
3. Select the circular-arrow Retry generation button.

The same entry returns to Processing. A failed entry has no file to open or download. If the message says there is nothing to report or the report is too large, create a new report from Generate Report with a different period or scope.

Download or share a file

1. In Documents, select Download on a file card, or open the file details and use the More menu.
2. For sharing, open the file details and select Share.
3. Add active organisation members in Select Recipients, optionally add copy recipients and a message, then send the email.

Download links expire one hour after they are generated. Shared links expire 24 hours after sending. Only completed files can be downloaded or shared; files marked Processing or Failed have no file behind them. Folders do not have Share. Viewers can download existing reports, but a Viewer is refused when trying to send a shared file.

Use Documents on mobile

1. Open the mobile menu and select Documents.
2. Open a file. Images open in the in-app image viewer; other file types open in the system browser.

The mobile Documents screen requires an active session and a connection. It is available from the menu, not the bottom tab bar.

Video walkthrough

1. 2Downloading Documents and Reports

2. 7Accessing Documents and Logbooks on Mobile

3. 8Viewing Recent Reports Quickly