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Tutorial: Create your activity record

IN THIS ARTICLE

Learn how to create an Activity Record in FieldDoc, from naming the record and adding core details to mapping its location and attaching supporting files. This article also covers when to use activity types, models, and metrics so records support both internal tracking and program reporting.

Standard users can create and manage Activity records within their organization’s portfolio. These Activity records belong to the organization’s workspace and can be organized in the organization's preferred structure using folders and subfolders.

Basic users create Activity records within a Pact. We recommend finding the appropriate Program Guide for specific instructions on configuring a Pact. A Pact is used when a funder, program manager, or other third party has invited an organization to submit or share records for a specific Opportunity. In this case, the Pact provides the structure for creating, organizing, and sharing the required Activity records. Records will be added to a basic user portfolio so that they can be used for future funding opportunities and remain available if the organization upgrades to Standard.

Create an Activity Record

Activity Records are the foundation of FieldDoc. They are digital representations of on-the-ground work that enable you to document restoration, conservation, planning, outreach, implementation, monitoring, and other nature-based work in a clear and trackable way.

Use Activity Records to describe what work is happening, where it is happening, who is responsible, and what outcomes are expected.

Before You Begin

Before creating an Activity Record, make sure you are working in the correct Organization and workspace.

If you are a Standard user, you create Activity Records within the desired workspace.

If you are a Basic user working through a funding program or reporting process, you will usually create Activity Records inside a Pact connected to that program.

If you have been invited to a workspace, pact, or folder from outside of your organization, make sure to switch to that workspace before creating the record.

Some Programs may require specific Activity Types, Metrics, Models, or reporting fields. These requirements are managed by the Program Manager. If you are a basic user working on a pact, we recommend using the appropriate Program Guide to set up your records.

Step 1: Create a New Activity

From your FieldDoc workspace, click the Activities tab. Select + New Activity.

You can actually create an activity record from many locations:

  • From your workspace's home page

  • Within a folder in your activity list

  • Within a Pact connected to a funding program or reporting opportunity

Step 2: Name Your Activity

Each Activity Record should have a unique name.

We recommend that you create a system for naming all of your activity records and apply it to all records created in your workspace. A clear name makes the record easier to find, review, and report on later. This is part of the process of coming up with and using a data management plan. Check out our resources on data management plan creation for more details.

Example:

Smith Farm Loafing Lot

Step 3: Add attribute data to your record

After you create the Activity Record, you can add more information to it. Wherever you see a pencil icon, you can add data or make edits.

Activity Type

FieldDoc manages a universal list of Activity Types.

Activity Types represent on-the-ground and real-world work completed for nature-based solutions, including:

  • Restoration

  • Conservation

  • Sustainability measures

  • Community engagement

  • Research

  • Monitoring

  • Observation

Assigning an Activity Type is not required to create an Activity Record. However, activity types provide valuable standardization for future analysis and visualizations.

Search and filter the available list of activity types to choose the option that best matches your work. If no Activity Type accurately matches your work, you can leave the field blank and describe the work using the Activity Name and Activity Description fields.

Add a Description and Status

Use the Activity Description field to briefly explain the work and its status. Consider your future self and your collaborators when writing your description.

Consider including information that is not captured in the standardized and quantitative fields, such as:

  • What work is being done

  • Where it is happening

  • Why is it being done

  • What outcome is expected

  • Who is involved?

Edit Geometry

In an activity record, the geometry represents the implementation footprint.

FieldDoc provides drawing tools so users who do not have access to an existing shapefile can draw the footprint directly in the system.

You can use a:

  • Point to mark a specific location

  • Line to show a linear feature, such as a stream segment or trail

  • Polygon to show an area, such as a planting site, restoration footprint, or treatment area

You can only add one geometry per Activity Record.

Import existing records. If you already have geospatial data, you do not need to use FieldDoc’s drawing tools. If you have a file with multiple features, use the importer to batch create your Activity Records. During the import process, FieldDoc will map the attribute data fields to the FieldDoc schema and automatically assign the geospatial data to each new record.

If you have a file for a specific activity, you can upload it via the Edit Geometry prompt.

Multi-polygons. If you draw your footprint in FieldDoc, you can only have one polygon or geometry per activity record. If you are importing a shapefile or geoJSON, you can import a multi-polygon to one record (if the source file has configured the polygons to be one geometry).

Extent

Once an activity record has a geometry, the system will estimate the geometric extent. You can use the User-Defined extent field to set a different extent, if desired.

Step 4: Calculate Environmental Benefits

Models estimate environmental outcomes, such as nutrient or sediment reductions or carbon sequestration capacity, based on the information entered into a model run.

To calculate environmental benefits, open the Models tab. Multiple model runs can be added to a single activity record.

Review the inputs required for the selected Model. Once the correct inputs are entered, click Run. The model results will appear on the overview page of the activity record.

These outputs are saved to the Models tab and can be re-run at any time.

Models must be manually run. No models are automatically run in FieldDoc.

Step 5: Add Organization Metrics

Metrics allow you to manually track progress toward target outcomes. If your organization has a curated list of metrics, you can select from that list to add to your activity record.

Open the Metrics tab to add or review metrics connected to the Activity record.

Step 6: Add Images or Attachments

You can add images, documents, or other attachments to support the Activity Record.

Attachments may include:

  • Site photos

  • Design files

  • Permits

  • Monitoring documents

  • Maps

  • Reports

  • Other implementation documentation

Use attachments when they help explain, verify, or support the work described in the Activity Record.

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