Execution & Logs

Once you’ve planned tasks in a field cycle, the next step is to log execution. Logs are the mechanism to capture completed work day by day and see progress in real-time.

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What is a Log?

A log is a record of completed work for a specific task. Each log contains:

Field	Description	Required
Date	Day the work was performed	Yes
Units completed	Amount of work done (trees, meters, etc.)	Yes
Notes	Observations or comments	No

Example

Task: Formation pruning - North Lot - Contractor Garcia
Budget: 500 trees

Log 1: Jan 10 - 150 trees - "Started in sector A"
Log 2: Jan 11 - 180 trees - "Continued in sector B"
Log 3: Jan 12 - 170 trees - "Finished"

Total logged: 500 trees (100%)

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How to Log

From the cycle view

1. Go to Field Tasks → Field Cycles
2. Open the active cycle
3. Find the task in the calendar or list
4. Click on the task to expand it
5. Click Add Log
6. Complete: date, units, notes (optional)
7. Save

Considerations

• You can add multiple logs for the same task
• Logs can be recorded for any date within the cycle
• Progress is recalculated automatically with each log

Daily logging

Best practice is to log at the end of each work day. This keeps data current and enables early problem detection.

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Automatic Progress Calculation

The system calculates each task’s progress automatically:

progress = (sum of units in logs / budgeted quantity) × 100

Example

Budget: 500 trees

After Log 1 (150 trees): 150/500 = 30%
After Log 2 (180 trees): 330/500 = 66%
After Log 3 (170 trees): 500/500 = 100%

Visual indicators

Progress	Indicator
0%	Empty bar
1-99%	Partially filled bar
100%	Full bar, “Completed” status
>100%	Possible if more than budgeted is logged

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Status Flow

Task statuses change automatically based on logs and dates:

Automatic transitions

Status	Color	Condition
Pending	⚪	No scheduled date, no logs
Scheduled	🔵	Has future date, no logs
Delayed	🔴	Scheduled date passed, no logs or low progress
In Progress	🟡	Has logs, progress between 1-99%
Completed	🟢	Progress = 100%
Incomplete	🟣	Cycle closed with progress < 100%

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Automatic Timestamps

The system automatically records:

started_at (Start date)

• Set with the first log date recorded
• Represents when work actually began
• Immutable once set

completed_at (Completion date)

• Set when progress reaches 100%
• Uses the date of the log that completed the task
• Can be recalculated if logs are added/modified

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Grace Period

There’s a 5-day grace period for logging late entries.

How it works

• You can log entries with dates up to 5 days in the past without restriction
• Logs with dates older than 5 days require special permissions
• This allows flexibility to capture work that wasn’t logged on time

Data integrity

The grace period balances operational flexibility with data integrity. Avoid the habit of logging very late entries, as it hinders timely problem detection.

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Actual vs. Budgeted Cost

Each log contributes to the actual cost calculation:

Budgeted cost (planning)

budgeted_cost = budgeted_quantity × task_price

Actual cost (execution)

actual_cost = sum(log_units × task_price)

Comparison

Scenario	Interpretation
Actual < Budget	Under budget (favorable)
Actual = Budget	In line with planned
Actual > Budget	Over budget (investigate)

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Data Protection

The system includes validations to protect data integrity:

Cannot delete a task if:

• It has logged entries with progress > 0
• It’s part of a closed cycle

To modify a log:

• User must have edit permissions
• Changes are recorded in audit history
• Progress is recalculated automatically

To delete a log:

• Only users with administrator permissions
• Progress is recalculated automatically
• Action is recorded for auditing

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Next Steps

With logs recorded, you can:

1. Review management guide - Cost analysis and exports
2. Link supply exits - Associate materials with tasks
3. Create next cycle - Continue planning