Evidence and the audit trail

Evidence is the proof under everything in Maliru: the photo of the reinstated footway, the signed permit, the before and after of a repair.

Capturing evidence

Field staff capture evidence with Capture → Photo or file on a record ("Add evidence to this record."): Take a photo, Choose photos or Choose files, up to 25 MB each. Choose photos and Choose files take several at once, and each file becomes its own piece of evidence with the category and note given for the batch. The file is registered against the record once it has uploaded. With no signal it is saved on the phone and queued, and the app shows it as waiting rather than uploaded. Where the workspace has Evidence photo stamp switched on, Take a photo in the iPhone and Android apps opens Maliru's own camera, which burns the date, time and place into each photo. See Stamped photos from Maliru's camera.

Evidence also arrives from other work:

• Every photo, signature and file answer on a form submission is registered as evidence.
• Job file fields hold documents against the job, up to 15 files per field.
• A chat message's attachment can be kept with Promote to record → Save attachment as evidence.
• Report issue takes up to five photos or short clips, and AI review links a flagged photo to the issue it drafts.

The Evidence & audit section

Evidence & audit has two tabs: Audit trail and Evidence. Each needs its own permission, View audit trail and View evidence. Without either, the section says you don't have permission.

Evidence

Every file across the workspace, with the columns File, Subject, Captured by and When.

• Search files matches on file names. File type filters to Images, PDF, Video or Audio (or Any).
• Each row has Location, which opens the capture point in Google Maps (greyed as "No location recorded" when there isn't one), View subject timeline and Open file. A photo from the stamp camera keeps the place it was taken, so its Location opens there.
• Clicking a row opens the file. A photo opens full size, with the subject, who captured it, when, and any notes underneath. The other photos on the same page of the list come with it as thumbnails: click one, or use the arrows or your arrow keys, to move between them. Other files open in the file viewer.
• Opening a file here is itself recorded in the audit trail, and so is each photo you move on to.
• The list ends with a pager: Rows per page 25, 50, 100 or 200.

Audit trail

The workspace's history of actions: who created, changed, granted, submitted or deleted what, and when. Nothing in it can be edited. You can check that nothing has been altered and export a page of it as a PDF.

See Verify and export the audit trail.

How storage and access work

• Evidence lives in private storage under your workspace. Files are never public.
• Opening a file creates a short-lived secure link (valid for an hour), so a forwarded link soon stops working.
• Access follows permissions and the record. Workers on a published shift can capture against that job until 7 days after their visit is marked finished, and they keep read access to its evidence after that. That doesn't open the workspace-wide vault or any other job. Confidential forms and expense evidence keep their own restrictions.
• If a send response is lost, a queued capture reuses its upload on retry. It doesn't create a duplicate or delete a file that may already have been accepted.

Tip: make evidence part of the job standard. A photo field on your completion form costs the worker seconds and gives the office proof for good. See Building forms and inspections.

Evidence on the job itself

You don't need the vault to find a job's proof. Open the job's Evidence row or tab to see its own captures, the evidence from its forms and issues, and its completion requirements. See Job evidence and completion requirements.