Photo Logs: Process Activity

This activity will walk you through the process of working with a photo log.

Story

Suppose that on February 15, 2023, the construction foreman has inspected the project site and taken progress photos. Acting as the construction foreman, you will create a photo log for the particular project and project task and upload the photos to this photo log. Then you will send the photos to the responsible person.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

• On the Enable/Disable Features (CS100000) form, the Construction and Construction Project Management features have been enabled.
• On the Projects (PM301000) form, the HOTEL project has been created, and the project tasks for the project have been specified on the Tasks tab, including the 02 – SITEWORK project task.

Process Overview

You will create the photo log on the Photo Log (PJ305000) form and upload the progress photos to the log by using the Photo (PJ305010) form. You will then select the photos to be sent, prepare an email on the Email Activity (CR306015) form, and send the email with the attached ZIP archive with the photos.

System Preparation

To prepare to perform the instructions of this activity, do the following:

1. As a prerequisite to this activity, prepare the system for using photo logs by completing the Photo Logs: Implementation Activity.
2. Launch the MYOB Advanced website, and sign in to a company with the U100 dataset preloaded. You should sign in as a construction foreman by using the epsmith username and the 123 password.
3. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 3/15/2023. If a different date is displayed, click the Business Date menu button, and select 3/15/2023 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.
4. Download the Photo_Log_Concrete_Headwall.jpg, Photo_Log_Erosion.jpg, and Photo_Log_Culvert.jpg files to your device.

Step 1: Creating a Photo Log

To create the photo log, do the following:

1. Open the Photo Logs (PJ405000) form.
2. On the form toolbar, click Add New Record, and on the Photo Log (PJ305000) form that opens, specify the following settings in the Summary area:
   • Date: 3/15/2023
   • Project: HOTEL
   • Project Task: 02 - SITEWORK
   • Description: Problem with the drainage system
   • Status: In Progress (inserted automatically)
3. On the form toolbar, click Save.

   Notice that an identifier has been automatically generated for the photo log. The system generates this identifier in accordance with the numbering sequence specified on the Photo Log Preferences (PJ103000) form.

Step 2: Uploading Photos to the Photo Log

Upload the photos to the photo log by doing the following:

1. While you are still viewing the created photo log on the Photo Log (PJ305000) form, upload first photo by doing the following:
   1. In the left pane on the Photos tab, click Add Row on the table toolbar.
   2. On the Photo (PJ305010) form, which opens, click the Upload Photo button, which is next to the Photo Log ID box.
   3. In the Upload New Photo dialog box, which opens, click Choose File, select the Photo_Log_Concrete_Headwall.jpg file to upload, and click Upload.
   4. On the form toolbar of the Photo form, click Save & Close to save the uploaded photo and return to the Photo Log form.

      On the Photos tab, notice that the line for the uploaded photo is now listed in the table. The right pane shows the photo preview.

2. Upload a second photo as follows:
   1. In the left pane on the Photos tab, click Add Row on the table toolbar.
   2. On the Photo (PJ305010) form, which opens, click Upload Photo.
   3. In the Upload New Photo dialog box, which opens, click Choose File, select the Photo_Log_Culvert.jpg file to upload, and click Upload.
   4. On the form toolbar of the Photo form, click Save & Close to save the uploaded photo and return to the Photo Log form.
3. Upload a third photo by doing the following:
   1. In the left pane on the Photos tab, click Add Row on the table toolbar.
   2. On the Photo (PJ305010) form, which opens, click Upload Photo.
   3. In the Upload New Photo dialog box, which opens, click Choose File, select the Photo_Log_Erosion.jpg file to upload, and click Upload.
   4. On the form toolbar of the Photo form, click Save & Close.
4. Select the Main Photo check box in the row with the Photo_Log_Culvert photo to indicate that this photo must be displayed in the preview area on the Photo Logs form as the main photo of this photo log, as the following screenshot shows.

   
   
   

5. Save your changes.

You have created a photo log with multiple photos for the project.

Step 3: Sending an Email with the Photos

To send the email, do the following:

1. Open the Photo Logs (PJ405000) form.
2. In the left pane, select the Included check box in the row of the photo log you have created.
3. On the form toolbar, click Email Photo Logs.

   The system opens the Email Activity (CR306015) form with a single ZIP file attached. (Notice that the number of attached files is indicated by the number next to the Files button on the form title bar.) The ZIP file contains all the photos (and any attached files) associated with the selected photo log. The automatically generated subject of the email includes information about the photo log and the related project.

4. In the To box, select Ricky Thompson.
5. On the form toolbar, click Send. The system sends and email, closes the form, and returns to the Photo Logs (PJ405000) form.
6. In the table, click the link to the photo log that you have created in the Photo Log ID column.
7. On the Photo Logs (PJ405000) form, select Completed in the Status box, and save your changes.

You have created the photo log an uploaded photos.