Manage documents, logbooks and job reports

This article explains how to view, manage, and download documents, logbooks, and job reports within the BriqSafe web application. It is intended for all organisation members who need to access or distribute compliance-related files and reports.

Note

Required role: Organisation member (all members have access to documents and logbooks; generating reports requires Engineer role)

Browsing and Accessing Documents

Access all shared compliance documents, certificates, photos, and generated reports stored in your organisation's document library.

1. Open Documents from the sidebar.
2. Use the folder and file grid to browse entries. Navigate using the breadcrumb trail back to Root.
3. Apply filters such as Type (All, Folders, Files), Sort By (Name, Type, Date Created, Date Modified, Size), and Order (Ascending, Descending) to narrow your view.
4. Open any folder to explore its contents or open a file entry to view details.
5. Use Refresh to reload the view.

Note that the document library is shared organisation-wide and not filtered by Location. Only one entry can be selected at a time.

Downloading Documents and Reports

Download a local copy of any document or report you have access to.

1. Open the desired document or report entry.
2. Choose Download to generate a time-limited download link and save the PDF file.

If the download link expires (it lasts one hour), reopen the entry and choose Download again to get a fresh link.

Viewing Logbooks

Review chronological compliance events recorded for your organisation and individual Locations.

Location Logbook

1. Open a Location and select the Logbook tab.
2. Scroll through date-grouped entries showing events such as jobs, activities, incidents, and staff changes with status labels like Completed or Overdue.
3. Tap any event row to view full details: what happened, when, where, who performed it, notes, and event ID.

The Location Logbook is read-only and requires the record-keeping entitlement available on paid tiers.

Organisation Logbook

1. From the organisation navigation, open Organisation Logbook to see compliance events across all Locations.
2. Use filters by date, event action, and compliance domain to narrow the timeline.
3. Open any event to view details similarly to the Location Logbook.

This combined logbook does not filter by Location and is accessible to all organisation members.

Generating Compliance Reports

Note

Required role: Engineer

Produce downloadable PDF reports based on completed visits, jobs, assessments, or lab results.

1. Open Documents and select Generate Report.
2. Choose a Report Type matching your data, such as Job Report, Lab Results, Compliance Dossier, Control Schema, Technical Recommendations, or Spanish regimes PPCL and PSL.
3. Pick the relevant Location. For report types requiring a risk assessment (PPCL, PSL, Technical Recommendations), select a completed risk assessment.
4. Set additional fields like Report Preset, Scope (to limit Structures or Areas), or Reporting Period for Compliance Dossier reports.
5. Choose Generate Report. The report generation runs asynchronously; status changes from pending to processing to completed.

The finished PDF automatically appears in the Documents library with no manual upload. If report generation fails, use the Retry generation action.

Note these points:

• A single Job Report includes up to 500 completed or skipped jobs (skipped jobs show skip reason and evidence).
• Lab Results reports require selecting a completed lab-results-entry job specific to the Location.
• The Logbook Report type is listed but disabled (“Coming soon”).
• Report exports are PDF only; Word or DocX are not supported.

Managing Documents and Folders

Organise and keep your documents up to date within the shared library.

Uploading Files

1. In Documents, open the desired folder.
2. Choose Upload, select your file, set a Name, and optionally add a Description and comma-separated Tags.
3. Choose Upload to finish, or Upload & Next to add more files consecutively.

Files upload directly to storage and appear in the current folder after confirmation.

Creating Folders

1. Navigate to the parent folder in Documents.
2. Choose New Folder, enter a Name, and optionally a Description and comma-separated Tags.
3. Choose Create Folder. You can nest folders by creating a folder inside another folder.

Renaming and Editing Entries

1. Open an entry’s Details.
2. Edit the Name (the file extension is preserved), Description, or Tags.
3. Choose Save Changes.

Moving Documents and Folders

1. Select the entry and choose Move.
2. In the dialog, confirm the Current Location and type the Destination Path where the entry should be moved.
3. Optionally enter a new name, then choose Move.

Note that moving is single-item only, and cyclic moves (moving a folder into its subfolder) are blocked.

Deleting Documents and Folders

1. Choose Delete on the entry.
2. Confirm deletion in the dialog. Deleting a folder removes all its contents.

Check folder contents before deletion, as the confirmation only shows the entry name.

Distributing Reports via Email

Send stored documents or generated reports to active organisation members directly from the platform.

1. Open the entry and select Send via system.
2. Use Select Recipients to pick active organisation members by name or email.
3. Send the email. Each recipient receives a time-limited download link valid for 24 hours.
4. Check the distribution detail for delivery status and resend if needed.

External emails are not supported and recipients must be active members.

Accessing Documents and Logbooks on Mobile

Use the mobile app to view and download your organisation’s documents and logbooks while on site.

1. Open Documents from a Location’s or Structure’s screen to access the organisation-wide library within the app.
2. Open Logbook from the Structures overview toolbar to review compliance events grouped by date.
3. Tap entries to view details and download files.

The mobile Documents view is a web-rendered interface requiring an active connection and session. The mobile Logbook is read-only and currently lacks filtering controls.

Viewing Recent Reports Quickly

Find and open your most recent reports from the home screen.

1. On the web, go to My BriqSafe and locate the Latest Reports section in the left column. Click a report to open it.
2. On mobile, scroll to Latest Reports on the home screen and tap to open and download.

Reports pending generation show as unavailable until completed, and empty states display appropriate messages.