Notes and Attachments in the Fieldified App

Overview

Use notes and attachments to keep internal details with the client or work item they belong to. Notes can include instructions, phone numbers, links, before-and-after photos, scanned forms, videos, audio, and supporting documents.

Notes can be added to:

• Clients
• Requests
• Quotes
• Jobs and visits
• Invoices

Notes are internal by default. A saved attachment becomes client-facing only when you deliberately include it in a client email or another outbound message.

Add a note

Work items contain an Overview tab and a Notes tab. Client records also include a Work tab for the client’s related requests, quotes, jobs, and invoices.

To add a note:

1. Open the client or work item.
2. Select the Notes tab.
3. Tap Add Note to begin with text, or tap the camera icon to begin with an image.
4. Enter the internal details in Write a note to your team.
5. Add files when needed.
6. Choose which related downstream records should inherit the note.
7. Tap Save.

Saved phone numbers, email addresses, and web addresses can be tapped to call, email, or open the link. Enter phone numbers in a standard format, such as 555-555-0123, so the device can recognize them.

Add files and images

Tap the add attachment icon from the note editor. You can select a file, choose images from the device, or take new photos after granting camera and photo-library access.

Supported attachment formats include:

• Documents: CSV, DOC, DOCX, PDF, TXT, PPT, and PPTX
• Images: JPEG, PNG, GIF, WebP, and AVIF
• Video: MP4
• Audio: AAC, MP3, and WAV

You can upload attachments in batches of up to 50. Each file can be up to 500 MB. The app shows the most recent attachments for quick mobile access, while the complete history remains available in the Fieldified web app.

Mark up a visit image

Visit notes include image markup tools:

1. Open the image from the note.
2. Tap the pencil icon.
3. Add drawings, shapes, or text.
4. Pinch to zoom while marking a precise area.
5. Save the marked-up image.

Link notes to related work

New notes can be linked to records later in the workflow. For example, a client note can also appear on the client’s request, quote, job, or invoice.

Review the options under Link Note before saving and clear any record that should not receive the note. Notes pinned in the Fieldified web app remain pinned at the top of the mobile note history.

Tap an attachment after saving to open it full screen. Multiple images open as a swipeable gallery. Documents, PDFs, and videos open with their corresponding viewer rather than the image gallery.

Edit a note

1. Open the Notes tab on the client or work item.
2. Tap the arrow or open action beside the note.
3. Select Edit.
4. Update the text or tap the add attachment icon to add files.
5. Tap an existing image to preview or remove it.
6. Save the note.

Delete a note

1. Open the note and select Edit.
2. Tap the more actions icon.
3. Select Delete Note.
4. Confirm Delete.

Deletion is permanent and also removes the note from records to which it was linked.

Add note attachments to an email

When emailing a quote or invoice, you can upload a new file or reuse an attachment already stored in its notes.

1. Open the quote or invoice.
2. Tap Send, then Send by Email.
3. In the email preview, find Attachments.
4. Tap the add attachment icon.
5. Select files from the item’s notes, upload from the device, or include the generated quote or invoice PDF.
6. Tap Save and review the email before sending.

Keep the combined email attachments at or below 10 MB so common email providers can receive them.

Quickly add images to a visit or assessment

On a visit or assessment, the camera button replaces the standard quick-create button.

1. Open the visit or assessment.
2. Tap the camera button in the lower-right corner.
3. Capture one or more images.
4. Tap Done or Save.

Fieldified creates a note on that visit or assessment and attaches the captured images automatically.

Photos are also saved to the device by default. To keep them only in Fieldified, go to More > Preferences and turn off Save Photos to Device.

Create notes while offline

When the device loses its connection, the app shows an offline banner. Notes and attachments created during that time are stored locally with a Waiting to sync until online status.

The note synchronizes after:

1. The internet connection returns.
2. The Fieldified App is open.
3. The pending upload completes.

Other team members cannot see the note before synchronization. Do not sign out, uninstall, force-close, update, or clear the app’s data while a note is waiting to sync, because its local copy can be lost.

Note permissions

Administrators can configure note access from Manage Team.

The available levels include:

• View job notes only
• View all notes
• View and edit all notes
• View, edit, and delete all notes

Access to the parent feature also applies. For example, a user who cannot view quotes cannot view notes attached to quotes even if their general note permission is broader.