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Documents and Photos - Overview

Learn how to manage your job and company photos on the go in AroFlo Field

Updated on March 25th, 2024

Table of Contents

View documents and photos Adding documents or photos Document Folders Manage your document or photo Document and Photo settings Changing the default document or photo

Uploading documents and photos can be useful when you need to provide photos of completed work or upload documents relevant to the job.

You can add documents and photos in several areas in AroFlo Field, including a task, checklist item, client card, and location.

See below for a few of these areas.

 

View documents and photos

Go to the area you want to view already existing documents and/or photos:

Click here to see a list of areas you can view documents and/or photos

Document Directory

AroFlo's Document Directory is a repository for documents and photos that you need to use regularly, e.g. terms and conditions, pricing schedules, info sheets, product photos.

 

To access the Document Directory in Field, tap Main Menu > Manage > Documents.
 
 

Task

  1. Main Menu > Tasks and tap to open the task you need
  2. Tap the
    1. More tab > Documents & Photos, or
    2. Documents task tile

Looking for Project documents?

If you're on a project task, you'll also have the option to view Project documents via the More tab > Project Documents.

 
 

 
 
 

Task (Custom Field)

Your business may have custom fields to upload and view documents. These appear in the Task Overview tab.

  1. Main Menu > Tasks and tap to open the task you need
  2. On the Overview tab, look for custom fields with Add / View Documents & Photos (counter).
 
 

Quote

  1. Main Menu > Quotes and tap to open the quote you need
  2. Tap the
    1. More tab > Documents & Photos, or
    2. Documents task tile
 
 

Checklist item

  1. Open a Task or Quote containing a checklist
  2. Tap the Checklists tab > Options button on a checklist item > View Documents & Photos. 
 
 

Project

  1. Main Menu > Projects and tap to open the project you need
  2. Tap the More tab > Project Documents.

Project Documents can also be viewed from tasks within a Project.

 
 
 

Purchase Order

  1. Main Menu > Purchase Orders and tap the order you need, OR open a task and tap Items > Purchase Orders > tap the order you need
  2. Tap the More tab > Documents & Photos.
 
 

Client

  1. Main Menu > Manage > Clients and tap the client you need
  2. tap Client Details to open the client card
  3. Tap the More tab > Documents & Photos.
 
 

User

  1. Main Menu > Manage > Users and tap to open the user card you need
  2. Tap the More tab > Documents & Photos.
 
 

Asset

  1. Go to the relevant asset list:
    1. Menu > Manage > Assets to view your company's assets, or
    2. Menu > Manage > Clients > (select Client) > Assets to view assets for a specific client
  2. Locate the relevant asset
  3. Tap the asset > Documents & Photos
    1.  Alternatively, tap Asset Details to open the asset card > More tab > Documents & Photos.
 
 

Inventory item

  1. Add material to a task or quote
  2. Locate the relevant inventory item
  3. Tap the inventory item > Documents & Photos.
 
 

Location

  1. Main Menu > Manage > Clients/Suppliers/Contractors
  2. Tap the optionsbeside the client/supplier/contractor you need > Locations
    1. Alternatively, tap the Client/Supplier/Contractor Details to open the Client/Supplier/Contractor card > More tab > Locations.
  3. Select the location you want to add documents to
  4. Tap Documents.
 
 

Form

  1. Main Menu > Tasks and tap to open the task you need
  2. Tap the More tab > Forms
    1. Task Forms > [Select form], for already existing forms, or
    2. Add a form to the task
  3. More tab > Upload Docs & Photos.

Custom Forms can also contain Documents & Photos fields. Tap Add Documents or Photos to get to the upload options.

Show this

 
 
 
 
 
 
 

 

Adding documents or photos

  1. Go to the area you want to add a photo or document to (see View documents and photos, above)  

    Adding files to Projects and the Document Directory

    Documents and Photos for Projects and the Document Directory can only be uploaded using AroFlo Office.

     
  2. On the next screen, you'll be presented with the following options:
    • Document Directory (Tasks or Quotes only) - to use a document or photo from your Document Directory
    • Upload Files - if the file or photo already exists on your phone.
    • Take Photo - if the file or photo does not yet exist on your phone. 

Document Folders 
If dealing with a Task or Quote with document folders, you may want to select a folder before you upload or take a photo. See Document Folders, below.

 

Choose how you would like to upload your document/photo:

Upload a document or photo

 

Take a photo

 

Use Document Directory

 
 

Apple devices only

To ensure photos taken from your device can be uploaded into AroFlo, we recommend your Photo Mode in your camera settings is set to 12 MP.
 
 
  1. After tapping Upload Files, select the option that best represents where you'd like to upload your file from

    The available upload options are dependent on your phone manufacturer.

     
  2. Locate and select the file you want to upload
  3. Save Documents.

Your document or photo will be saved.

 
  1. Tap Take Photo

    The available camera actions are dependent on your phone manufacturer and you may need to select your camera application.

     
  2. Take the photo. After capturing, two options appear: Retry or OK.
  3. Tap OK to upload your photo.
  4. Save Documents.

The name given to the file is dependent on your phone manufacturer.

To change the name of a photo, either save it to your camera roll and rename it before uploading it to AroFlo, or use the rename function (see below).

 

  1. Tap Document Directory
  2. (optional) use the folder structure to display the relevant files
  3. Tap the check box beside each photo you want to upload
  4. Select Documents
  5. Save Documents.

Your document or photo will be saved.

 

 

Document Folders

Document folders can only be created using AroFlo Office.

 

The Document Directory, Tasks, Quotes, and Projects have the additional option of displaying Document folders.

 

When you enter the Documents and Photos section, documents and photos in 'All Folders' will automatically be shown and the name of the folder will be listed above each item.

 

To view a particular folder, tap Folders to open the directory structure and select from the list. From there you can upload to that particular folder.

Show this

 
 

If you don't select a folder when uploading, your photo or document will be added to 'All Folders' and show as 'Root Folder' in the list.

 

Project Documents and Photos

To display the folder structure for Project Documents when accessing from a Project, use the Filter By option and select Project Only.

You can also access Project Documents from a project task (More > Project Documents), however, you can only view the project's folder structure from the project itself, as above.

 
 
 

 

Manage your document or photo

Once you've added the document or photo, tap the:

  • Image thumbnail (for photos) to preview the image and scroll through to other photos if applicable. Tap the (blue box with arrow) to view the photo in full size.
  • Filename (for photos) to view the photo in full size.
  • File icon or filename (for files) to view the file, e.g. PDF or Word document.
  • Down arrow to update the file details, including renaming, deleting, adding a comment, or setting a filter to determine who can view the document.

Remember to Save Documents to update your changes.

Projects and the Document Directory

Project Documents and the Document Directory are Read-Only so you won't have the full options available to you. You can, however, tap the(eye icon) to view the file details.

 

Description of fields

Setting Description
(Filename)

Open the original document or photo in full size, in a new tab.

From Project Documents and the Document Directory, tap View Original Document / Image.

 

Name

Rename the document or photo.

File extension

Although the file extension (e.g. jpg) will be visible, it is read-only and cannot be edited.

 

Comment

 Add or edit a comment to be listed with the document or photo. These comments can be referenced if the photos are added to layouts, including quotes and invoices.

Filter

Access Visibility restricts who can view the document. The available options are:

  • Internal Only - visible only to internal staff who can access the task or client card.
  • Internal Admin Only - visible only to internal staff with Admin User Rights who can access the task or client card.
  • Show Client - also visible to the client from their login.
  • Show Contractor - also visible to the subcontractor from their login.
  • Show All - visible to anyone who can access the task.

Created

 The date and time when the document or photo was uploaded.

Uploaded By

 Who uploaded the document or photo.

Delete

Deletes the document or photo.
 
 

 

Document and Photo settings

Tap the at the top of the page to access the page settings.

Unavailable for Project Documents or the Document Directory.

 
Option Description
Enable Docs and Photos Reordering

For Tasks and Quotes, change the order in which your photos appear. This is useful when adding photos to a layout.

Using Document Folders?

If using Document Folders, you'll need to sort documents within each folder.

 
Image Upload Size Defaults to the size set in Site Administration but you can change it for the next image you upload only.

 

Changing the default document or photo

For inventory items and assets with multiple images attached to them, you can change the thumbnail that displays next to the item when viewing it from a list.

From the Documents & Photos area:

1. Update default document

  1. On the image you want to set as the default, tap the down arrow to update the file details
  2. Tap Make Default Document
  3. Save Documents.
 
 

2. Result

The file will have a green tick next to the default document.
 
 

3. Refresh the list

When viewing the list again, the thumbnail will have changed.

 

If there are multiple documents and photos attached, a counter will display to let you know how many are attached.

 

Tap the thumbnail to preview the photo or document and cycle through them if there are multiple.
 
 

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