Glossary of Terms

Please click this link for a list of terms and definitions that we use at FotoNotes.

Glossary of Terms

FotoNotes Term Explanation

Activity Log

Similar words: Work Log, User Log

This feature allows you to export a csv file that contains a user's activity by date range. Some examples of activities are assigning, changing status, adding documents, adding tags, archiving, etc.

Related Articles:

Viewing the Activity Log

Exporting the Activity Log


Advanced Search

Similar words: Saved View, Custom View, Saved Search

Advanced Search allows users to select unique criteria to organize work into a Saved View. For example, a user may search for all past due work and create a view so they can easily manage past due work from a Saved View link in their portal.

Related Articles:

Advanced Search

Saving a View with Roles



Similar words: Remove, Old Work, Historical Record

Archiving a project will remove it from the project list page. You can only access archived projects by searching for it under Advanced Search or by saving a View that includes your archived projects. Once a project is reviewed and completed, we recommend archiving it. Archiving does not mean deleting. Archives can be added back to the project list by Portal Admins.

Related Articles:

Archiving Work

How to Access Archived Work and Create a View

Basic Admin

Similar words: Vendor Admin, Contractor Admin, Third party company admin

This is the admin user for the vendors set up in FotoNotes. This user can manage work assigned to them and create vendor field users. 

Related Articles:

Adding and Connecting Vendors

Batch Reports

Similar words: Batch PDF, Bulk Download, Bulk Review, Bulk Reports

This is an admin feature that allows an export of multiple reports.

Related Articles:

Batch Reports



Similar words: Properties, Parent/Child, Projects

A container is a property or project record that can contain different types of work. For example, you may have a property record and create various types of work that are contained within that property record. Portal Admins can customize the container and containee work templates so that information from the container copies down to the contained work.

Related Articles:

Creating a Property and New Work


Similar words: Client, Owner

A customer is a type of user who can view a project assigned to them but cannot edit it. They can also view customer reports if you share the project with them.

Related Articles:

User Roles and Permissions

Setting Customers


Similar words: Project Overview, Homepage, Work Overview

The Dashboard is an overview of your web portal. It displays favorite and top views, recent activity, company and contact information, usage regarding active users and templates, and gives you access to the search feature.

Related Articles:


Display Lines

Similar words: Display Fields, Project Overview

Display lines are fields that can be selected in template settings to be shown at the top of every project/work order created from that template. A template can have up to 5 display fields.

Related Articles:

Display Lines


Similar words: Download

The export is a feature that allows you to compile data from completed projects via the advanced search feature. The data can be exported into a csv (excel) file format.

Related Articles:

Exporting Data

Exporting Search Results

Favorite View 

Similar words: Star, Top Views, Important Views, Most Used Views

Frequently used views can be selected as favorite views by clicking the star next to the view name. Views selected as favorites will display at the top of the views list.   


Similar words: Question, Type of Question

A field is a question or other type of data collection in your work order. Fields are created, customized and managed in templates.

Related Articles:

Field Types

Adding & Editing Fields

Field Key


Field keys are associated to each field in a template and can be customized or will be automatically generated when you create a new field in the Template Editor. Each field key must be unique within a template so we recommend that you leave the field key blank so that our system auto generates one for you.

Related Articles:

Field Keys

Field User

Similar words: Field Worker, Mobile App User

Field users are the users who are completing work in the field on the FotoNotes mobile app. Portal Admins can limit what features are available to field users.

Related Articles:

Adding Users & Roles

User Roles & Permissions


Similar words: Upload

The import function imports data from a .csv file into the FotoNotes portal. Data is imported into a template format set up in the portal. Once imported, data is converted into work orders or projects using that template format.

Related Articles:

Importing Data


Similar words: Limited Admin, Supervisor

Manager users can create and assign work, as well as create field and customer users. Managers cannot edit FotoNotes settings or templates. Managers can see all work created in the portal unless they are restricted to only viewing by type. Managers can always see all work of any type that they have permission to view.

Related Articles:

Setting a Manager

User Roles & Permissions

Mobile App

Similar words: Mobile, Field App, Software

This is where you log in to FotoNotes via your mobile device. You will need to download the FotoNotes mobile app from iTunes (iOS devices) or the Google Play store if you have Android. Field users and users will use the mobile app to complete their work. FotoNotes recommends that portal admins do not log in on mobile as a portal admin.

Related Articles:

iOS Guide

Android Guide

Portal Admin

Similar words: Admin, Administrator 

The Portal Admin is the main administrator for your company's version of FotoNotes and has access to all features. We recommend that Portal Admins only log in using the web app only and that you only have one or two portal admins.

Related Articles:

User Roles & Permissions

Portal Admin Guide


Similar words: Work Order, Inspection, Work, Property, Daily job report, Maintenance, Turns, Tasks

A project is the generic term for work created in FotoNotes.

Related Articles:

Creating New Work

Refresh Configuration

Similar words: Refresh, Update Mobile Settings

Refresh configuration is used in the mobile app on iOS devices to implement updates from the web app. These may include changes to templates or settings. All mobile app users must hit refresh configuration to see any new changes.  

Related Articles:

Best Use Practices & Helpful Tips

iOS Settings: Version of FotoNotes & Refresh Configuration


Similar words: PDF, Work Summary, Summary

The report is generated after you have completed your work order/inspection. This shows you all of your data and photos in various report (pdf) formats.

Related Articles:

Web App: Generating Reports

iOS: Generating Reports

Android: Generating Reports

Required Field

Similar words: Required Question, Mandatory Field

These fields must be filled out in order to "Complete" your work. If they are not filled in, you will not be able to mark a project “Complete". 

Related Articles:

Web App: Required Fields

iOS: Required Fields

Android: Required Fields


Similar words: Category, Segment of Work  

A template is divided into sections and in each section are fields.

Related Articles:

Adding Sections to Templates

Editing Sections



Similar words: Service Fees, Maintenance, Repair

This feature is used if you have Vendors and want to add the services that each vendor provides. You can add services to templates which can include fixed rates and variable rates.

Related Articles:

Managing Services

Adding Service Line Items in your Template

Adding Services to Dynamic Line Item Field Groups



Similar words: Progress 

The status relates to the project/work order and state of the work. The portal admin will set the various statuses of the project and the field worker will change the status when they start working on the project. Examples of statuses are "New", "In Progress", "Complete".

Related Articles:

Web App: Statuses & Workflow States

iOS: Changing a Project's Status

Android: Changing a Project's Status



Similar words: Save Work, Transmit Work, Upload Work, Send work 

Sync happens when using the mobile app to fill out your work orders. Syncing means saving the data/photos to the web app.

Related Articles:

iOS: How to Sync

Android: How to Sync


Sync Report

Similar words: Transmittal Status, Upload Status 

The sync report shows you the status of your projects and data/photos. It tells you how many projects need to sync and how much media (photos and data) needs to sync or has already synced.

Related Articles:

iOS: Send Sync Report


Similar words: Form, Work Order layout

This is the tool that is used to customize your work orders. From the template editor, portal admins can manage sections, fields and what information is gathered in the field.

Related Articles:

Creating Templates

Managing Templates Guide


Similar words: Tab, Category, Work Type 

Types are created by portal admins and used to organize different work. Types can contain multiple templates (forms) from which work can be created. When creating work, users first select the type of work and then template.

Related Articles:

Creating New Types

Managing Types



Similar words: Account, Login

A user is similar to the field user but has limited features.

Related Articles:

User Roles & Permissions

Create a Field User

Managing Users



Similar words: Third party company, Contractor

A vendor is a 3rd party company who can be assigned work in FotoNotes. Vendors must be added the your FotoNotes portal by a portal admin.

Related Articles:

Searches, Saved Views and Dashboard

Creating, Arranging and Deleting Views

Editing Views & Changing the Role 


Similar words: Saved Search, Search, Group of Work

A view is created by performing an advanced search using unique criteria and then saving it as a view. Users can navigate and manage their work using their saved view.

Related Articles:

Web App: Creating New Work

Web App

Similar words: Portal, Website

The web app is the customized FotoNotes website that is accessed from a PC. From the web app portal admins can manage work, users, templates and settings. Your mobile synced data will be saved to the web app.

Related Articles:

Web App: Creating New Work

Work Order

Similar words: Work, Inspection, Project, Maintenance

Work order is a generic term for work created in FotoNotes.

Related Articles:

iOS: Creating Projects

Android: Creating Projects


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