User Manual

This user manual explains how to use the FieldNote AI app.

The guide is organized by user role so you can quickly find the steps relevant to you:

  • Shared Features (Both Roles) for actions everyone uses

  • Practitioner Features for clinical and case workflow actions

  • Administrator Features for management and configuration actions

Table of Contents

Shared Features (Both Roles)

S-01: Log In

  • Video File: s_01.MP4
  1. Open the login screen.
  2. Enter your work email in the email field.
  3. Enter your password in the password field.
  4. Optional: keep Remember Me selected to keep your session.
  5. Tap Sign In.
  6. Confirm you are redirected to the correct dashboard for your role.

S-02: Log Out

(Practitioner)
  • Video File: s_02_prac.MP4
  1. Open the menu/profile actions from any practitioner screen.
  2. Tap Log out.
  3. Confirm if prompted.
(Administrator)
  • Video File: s_02_admin.MP4
  1. Open the menu actions from any admin screen.
  2. Tap Log out.
  3. Confirm if prompted.

S-03: Reset Password

  • Video File: s_03.MP4
  1. On the login screen, tap Forgot password?.
  2. Enter your work email.
  3. Submit the reset request.
  4. Open the reset email and complete password reset.
  5. Return to login and sign in with your new password.

S-04: Network Status Banner

  • Video File: s_04.MP4
  1. If your device is offline, an Offline Warning screen appears.
  2. When your connection is restored, the offline screen automatically disappears.
  3. You can then continue using the app normally.

Practitioner Features

P-01: General Practitioner Interface Overview

  • Video File: p_01.MP4
  • Open practitioner home after login.
  • Review quick actions and main pages (Cases, Clients, Profile).
  • Locate Notifications in the top-right area.
  • Locate SOS action in the top-right area.
  • Video File: p_02.MP4
  • Open the Cases tab.
  • Enter a keyword in Search cases....
  • Apply status or other available filters.
  • Use Clear filters to restore the full list.

P-03: Case Overview

  • Video File: p_03.MP4
  • Tap a case card from the case list.
  • Review case details at the top.
  • Scroll to sessions and forms sections.
  • Choose the next action from this page.
  • Video File: p_04.MP4
  • Open the Clients tab.
  • Search by name or keyword.
  • Apply available filters.
  • Clear filters to return to all results.

P-05: Client Profile

  • Video File: p_05.MP4
  • Open a client from the clients list.
  • Review profile details.
  • Tap edit where available.
  • Save changes.
  • Video File: p_06.MP4
  • Open a case and tap start recording.
  • Read the consent prompt with the client.
  • Select the consent outcome.
  • Continue only after consent is granted.

P-07: Recording Session Creation

  • Video File: p_07.MP4
  • Start recording from case/session view.
  • Use pause and resume as needed.
  • Stop recording to save session.

P-08: Playback of Session Recording

  • Video File: p_08.MP4
  • Open a saved session recording.
  • Tap Play to start playback.
  • Use seek controls to review specific parts.
  • Tap Pause/Stop when finished.

P-09: AI Transcript and Summary Generation

  • Video File: p_09.MP4
  • Open a completed session recording.
  • Tap Generate Transcript.
  • After transcript completion, generate summary.
    • Tap Regenerate Transcript to regenerate summary if needed.
  • Review generated transcript and summary.

P-10: Adding Session Notes

  • Video File: p_10.MP4
  • Open the session notes area.
  • Add notes for the current session.
  • Edit existing notes as needed.
  • Confirm notes are saved.

P-11: Delete Session Recording

  • Video File: p_11.MP4
  • Open recording list in a case/session.
  • Tap delete for the target recording.
  • Confirm deletion.
  • Verify it disappears from active list.

P-12: Restore Recordings/Trash

  • Video File: p_12.MP4
  • Open the session recordings list in a case.
  • Move a recording to trash.
  • Open the trash/recently deleted view.
  • Restore the recording back to active recordings.

P-13: Form Creation

  • Video File: p_13.MP4
  • Open case overview.
  • Tap create form action.
  • Choose template and create form.
  • Open the newly created form.

P-14: Form Details

  • Video File: p_14.MP4
  • Open a form from case overview.
  • Review form metadata and status.
  • Use action buttons for next steps.

P-15: Form Auto-fill

  • Video File: p_15.MP4
  • Open form editing/fill screen.
  • Tap auto-fill action.
  • Review populated fields.
  • Edit values where needed.
  • Save form.

P-16: Form Review

  • Video File: p_16.MP4
  • Open Review Form.
  • Inspect all sections and fields.
  • Fix highlighted required fields by returning to edit.
  • Return to review when complete.

P-17: Submit Form

  • Video File: p_17.MP4
  • Open reviewed form.
  • Tap Submit Form.
  • Confirm submission.
  • Verify submitted status/time is shown.

P-18: Form Deletion

  • Video File: p_18.MP4
  • Open form details.
  • Tap Delete Form.
  • Confirm delete prompt.
  • Verify form no longer appears in case form list.

P-19: Form Unsubmit Request

  • Video File: p_19.MP4
  • Open submitted form details.
  • Tap Request Unsubmit.
  • Confirm request is sent.
  • Check request status on form details.

P-20: Unsubmit Request Declined

  • Video File: p_20.MP4
  • Open form details after decline.
  • Review declined status message.
  • Confirm form remains submitted/locked.
  • Send a new unsubmit request if needed.

P-21: Unsubmit Request Accepted

  • Video File: p_21.MP4
  • Open form details after approval.
  • Confirm approved status and editable form state.
  • Edit/save form corrections.
  • Review and submit again.

P-22: View Notifications

  • Video File: p_22.MP4
  • Tap the notifications icon.
  • Open the notifications page.
  • Review recent notification entries.

P-23: Use SOS Button

  • Video File: p_23.MP4
  • Tap the SOS button.
  • Confirm emergency prompt.
  • Continue to call action.
  • Cancel if emergency action is not intended.

P-24: Set Emergency Contact

  • Video File: p_24.MP4
  • Open emergency contacts.
  • Add a new contact.
  • Mark it as primary.
  • Save and verify it appears as primary.

P-25: Account Settings

  • Video File: p_25.MP4
  • Open Account Settings.
  • Review available toggles and preferences.
  • Update settings as needed.
  • Return to working screen.

P-26: Data Export

  • Video File: p_26.MP4
  • Open export screen.
  • Select export data types.
  • Choose export format.
  • Run export and save/share output.

Administrator Features

A-01: General Overview of Admin Dashboard

  • Video File: a_01.MP4
  • Sign in as an administrator.
  • Open the admin dashboard.
  • Review the primary areas: cases, users, clients, and forms.
  • Navigate to the management area you need.

A-02: Creating a New Case

  • Video File: a_02.MP4
  • Open Create Case.
  • Enter required case information.
  • Select the client for the case.
  • Save and confirm the case is created.
  • Video File: a_03.MP4
  • Open Manage Cases.
  • Search for a case by keyword.
  • Apply available case filters.
  • Clear filters to return to the full list.

A-04: Assigning Practitioners to Cases

  • Video File: a_04.MP4
  • Open a case from Manage Cases.
  • Go to practitioner assignments.
  • Add or remove practitioner assignees.
  • Save and verify assignment changes.

A-05: Deleting a Case

  • Video File: a_05.MP4
  • Open Manage Cases.
  • Select Delete Case for the target case.
  • Confirm deletion in the prompt.
  • Verify the case no longer appears in the list.

A-06: Creating Practitioner or Admin

  • Video File: a_06.MP4
  • Open the user creation screen.
  • Enter required user details.
  • Choose role as Practitioner or Admin.
  • Submit and verify the new account appears.
  • Video File: a_07.MP4
  • Open Manage Practitioners.
  • Search by practitioner name or keyword.
  • Apply available filters.
  • Clear filters to show all practitioners.

A-08: Delete Practitioners

  • Video File: a_08.MP4
  • Open Manage Practitioners.
  • Select Delete Practitioner for the target user.
  • Confirm the deletion request.
  • Verify the practitioner is removed from the list.

A-09: Create Clients

  • Video File: a_09.MP4
  • Open Create Client.
  • Enter required client information.
  • Submit the new client record.
  • Confirm the client is created successfully.
  • Video File: a_10.MP4
  • Open Manage Clients.
  • Search for a client by name or keyword.
  • Apply available client filters.
  • Clear filters to return to all clients.

A-11: Delete Client

  • Video File: a_11.MP4
  • Open Manage Clients.
  • Select Delete Client for the target client.
  • Confirm deletion in the prompt.
  • Verify the client no longer appears in the list.

A-12: Create Form Template

  • Video File: a_12.MP4
  • Open the forms administration area.
  • Choose Create Form Template.
  • Submit the template details or file.
  • Verify the template appears in the templates list.

A-13: View Submitted Forms and Manage Unsubmit Requests

  • Video File: a_13.MP4
  • Open Submitted Forms.
  • Review submitted form status and request state.
  • Open pending unsubmit requests.
  • Approve or decline requests and verify status updates.