Tracking Trails with Landscape

Landscape can be used to track the location, status, and maintenance of trails on your properties.  Here's how to add a new trail record and track various things associated with that trail. Note that this is for tracking a trail on property which you manage.  If you want to manage a trail easement which needs to be tracked as a separate interest, it would be best to add a Property record and Stewardship Site specifically for managing that interest.




Adding the Trail Information and the Trail Map Data

The most appropriate place to store a record of a trail is in the 'Structures & Uses' section of a Stewardship Site as a Structure.  Navigate to the correct Stewardship Site, then to the 'Use' Tab.  Click on the (+) button next to 'Structures and Uses' to add a new record.




Add all of the appropriate details.  If you don't think it will be necessary for you to track the trails on an individual basis, you can simply make one entry for your entire trails network on a property.  Here, I'm anticipating a lot of work at different places on this site, so I'm being more specific and entering each trail as its own Structure.  

When you're done entering the details, you're ready to add map data.  Staying inside of the Structure entry, click on the layers button of the map (1), then on the three dots next to 'Structures/Use Lines' (2) and then choose 'Edit Layer' (3).




The map edit toolbar will open. You can then import a shapefile or .kml of the trails using the import button, or simply draw the trail using the pencil icon.  



Remember to click the 'thumbs up' icon when you're done to save your edits.


After you've drawn or imported your trail geography and saved it, it will appear in your 'Structures/Uses' layer in all other maps.  If you'd like to label the geography or give it a name, click on the mapped line to view the geography details and make the necessary edits. By default the geography will be named 'Structure/Use Line' - here I've changed it to 'Yellow Trail', as well as updated the label.



To measure the line, you can click on the info button and then select the line:



Click the mceclip9.png button to navigate back to the Stewardship Site Use tab.  You can see for this site I've recorded not only trails, but a few other objects which may need to be tracked, including a parking area  and a kiosk.




Tracking Maintenance

If you'd like to capture details pertaining to maintenance on trails, including personnel hours and cost of materials, you can do so using the 'Maintenance' section of a Structure/Use record.




Click on the (+) button to add new Maintenance



Fill out as many details as are applicable.  Here I've recorded my hours spent, as well as the cost of materials.  Notice that I've chosen the 'General' category for the expense, but if you'll be tracking Stewardship Expenses frequently, you'll probably want to add more specific budget categories in Settings --> Work ---> Cost Categories (you'll need admin privileges).

You may wish to use this workflow to record not only maintenance performed, but also outstanding maintenance items. To track an outstanding maintenance item, you would simply create a maintenance record and leave the status as 'Not Started'.

Other Methods of Tracking Stewardship Needs

Landscape has several features which can be used to help you track your stewardship needs on properties.

Issues (under a Stewardship Site's 'Status' tab) are excellent ways of tracking items that need follow-up.  Issues can also have their own geography, photos, type, and severity, allowing you to capture a lot of details associated with the issue.  They also have 'resolved on' dates, allowing you to filter only issues which still need attention. An example of how to use issues would be:

Stewardship Staff conducting a Site Visit notice several trees down blocking the trail.  They create an Issue using the Landscape Mobile app, and back at the office they map it and attach some photos from the visit.  Later, different field staff go back to the site, and using the mobile app they are able to see on a map where the blowdown is.  They clear the trail, and back at the office create a maintenance log for the item.

Tasks are Landscape's way of tracking simple to-do items.  Unlike Issues, they do not have geography, type, or severity.  However, one benefit is that they can be assigned to individuals, and they also generate email alerts for the user to which they are assigned.  Read more about tasks here.  One example of using tasks would be:

A visitor to one of your preserves calls and reports that a kiosk has been vandalized.  You create a task for the property's stewardship staff to conduct a site visit and fix the kiosk if necessary. The staff member receives an automatic email that a task has been assigned to them, and the task appears in their list of tasks available on the dashboard.  They fix the kiosk, and record it as maintenance.  Optional: you could also create an issue for this item as well, and use both issues and tasks to manage the situation.  The benefit of creating an issue is that you have a permanent record of the item, as opposed to a task, which is more fleeting and usually not used as part of a site's 'permanent record'.



Viewing Maintenance Items with Views

To view summaries of maintenance across all stewardship sites, you'll want to use views. You may also wish to make a dashboard widget to display the key information when you log into Landscape.  To make a view of all completed maintenance, go to views and click on the plus button to start making a new view.



Change the category to 'Work'



Change the query so that 'Type' -->  One Of  --> 'Maintenance':





Click the check mark next to 'Work' to apply the query.  Next, click on the fields button


And choose the appropriate fields, then click OK:



We now have a very useful list of all maintenance items.  Of course you can also filter out by status, date, or record by clicking on the column headers.  Don't forget to save the view for later use by clicking the mceclip21.png button.  You can then save it as a dashboard widget, which can take the form of a list, count, or even map.



Summing Expenses

From this view, being able to sum expenses is just a couple of more steps.  Click on the edit button to edit the view, and then select the gear icon and choose 'expand and filter results'.  What you're doing is telling Landscape to look inside of a parent 'work' record for additional details.




Change the dropdown of 'Documents' to 'Expenses'. Landscape will now know to look at data associated specifically with work expenses, and will return a row for every individual expense. Click the check mark next to 'work' when you're done.




Make the query something which does not filter any results, like 'Category' / 'Not one of' / No data


Click on the 'choose columns' button again, and scroll all the way down to the bottom of the available fields.  Now we can add items specifically from 'Expenses', like Total Cost and Cost Category. Select the relevant fields and click 'OK'. In this case I'll also remove 'Expenses' from the right, since that was just summarizing the expenses and not actually returning numeric results.




Now for the numeric columns you can sum the results using the 'sum' button at the bottom of the columns. Here I've summed Hours and Expenses.




Finally, if you'd like to summarize the expenses by Stewardship Site, select the three dots next to 'Work Expenses Results' and select 'Show Grouping'



You can group by any field you'd like, but to group by Stewardship Site, change the drop down menu to 'Owner Record Name':



The view now breaks the results down by Stewardship Site. Neat! Be sure to save your view to save your hard work.




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