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Records / Adding

Field Notebook on a phone #

ENTOMONE provides two working modes on a phone:

  • Field Notebook is used for quickly capturing photos and essential field data.
  • Full dashboard provides search, lists, galleries, maps and complete record editing.

Opening the Field Notebook #

  1. Sign in to ENTOMONE on your phone.
  2. On the full dashboard, tap the round camera icon in the top bar.
  3. On the Field Notebook screen, check the active database. The button at the bottom shows its name.
  4. To change it, tap Database: and select a database from the full-screen list.

The selected database determines where new records are saved. Check it before starting work in a new area or on another trip.

Adding a record with photos #

  1. Tap the large camera icon.
  2. Take a photo and accept it in the phone camera.
  3. The photo is stored first in the durable phone queue. The screen is immediately ready for the next action - without a preview, upload dialog, or thumbnail wait.
  4. After the first photo is stored, the small light-green camera beside Notes shows how many photos have already been taken for this record: 1, then 2, 3, 4. Tap it to add another photo to the same record.
  5. Save is now active even without a note. Tap it to finish the current record and leave the screen ready for a new photo.
  6. To finish the current record and immediately start the next one, tap the large green camera. The previous record is already safely stored in the phone queue.
  7. Both camera controls open immediately. Photos for the same record retain their order even when the first photo has not reached the server yet.
  8. You can enter or dictate a note before the first photo. The note is stored in the task that creates the record.
  9. If you want a reminder linked to this record, tap the bell icon before the first photo. The bell changes from orange to green and ENTOMONE opens the Alert form only after the server has confirmed the record save.

Tapping the bell does not create an Alert yet: the new record does not yet have an identifier to link safely. Once the server confirms the record save, ENTOMONE opens the new Alert form linked to that record. Tap the bell again to turn the option off before saving.

The microphone icon dictates text into the Notes field. Tap it again to stop dictation.

Adding a note without a photo #

On the first Field Notebook screen, type a note or dictate it with the microphone. Save obtains the current phone GPS and adds a record without a photo to the upload queue. The record receives the current date, active database, GPS, note and the Unidentified placeholder.

Saving without a photo requires location permission. If the phone cannot provide GPS, no record is queued and the text remains available. Cancel stops dictation and clears the complete Notes field.

Background saving and queue #

After you accept each photo, ENTOMONE stores a separate task in the local queue before it contacts the server. The same-record relationship is also stored on the phone. Photo upload and automatic retries continue in the background - without a progress dialog, counter, or thumbnail wait.

Queue information appears only when a task needs your action and cannot resume automatically. Do not sign out until such an issue is resolved. When processing is complete, check the new entries in My records or the relevant gallery. If Chrome is fully closed by the system, queued tasks remain on the device and resume when you open the Field Notebook again.

If you selected the bell, the Alert form opens only after a server-confirmed save. Without internet access, first wait for the task to leave the local queue: an Alert is never created from an unsaved draft alone.

Switching to record work #

At the bottom of the Field Notebook, tap Open full dashboard. The dashboard provides:

  • Search records - searching and filtering;
  • My records - records belonging to the current user;
  • Recent records - recently added entries;
  • galleries, sites, maps and the species list.

The Add record button in the top bar opens the standard full form. Use it when you want to enter species, locality, date, notes and other details immediately.

To return from the full dashboard to the Field Notebook, tap the round camera icon in the top bar again.

Default mobile screen #

At the bottom of the Field Notebook, you can set it as the default start screen on your phone. This preference applies only to mobile devices; ENTOMONE continues to open the full dashboard on a computer.

Use Set Field Notebook to choose the Field Notebook. When it is selected, use Set start screen to restore the full dashboard as the default on your phone.

Open in the application #