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Observation Statuses


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This tutorial will provide a description of the different statuses an observation can have on Tapestry and how to change the status of an observation. For help with adding observations to Tapestry, please see our tutorial on adding observations.

You can navigate to a specific part of this tutorial using the links below.

  1. What are the different observation statuses on Tapestry
  2. Setting an observation's status
  3. Filtering by observation status

We'll start by looking at the different statuses available on Tapestry


What are the different observation statuses on Tapestry?

In Journal - These observations have been published to a child's learning journal and will be visible to the child's relatives when they log into Tapestry. Only managers and staff members or relatives with permission to approve observations can publish observations to be 'in journal'.

Not in journal - This is the default status for newly added observations. Staff members and relatives who don't have permission to approve observations will only be able to add observations as 'not in journal'. Observations that haven't been added to the journal won't be visible to relatives, but they will be visible to staff members. This will give you a chance to make any adjustments or have a quick proof read before you make the observations visible to relatives. The exception to this is observations made by relatives, as these will be visible to both staff and the child's relatives before they are added to the journal.

Staff Only - These observations are similar to not in journal ones in that they are only visible to staff members and not relatives. However, there are a couple of differences. Firstly, marking an observation as 'staff only' will indicate to the other staff members that it is not a work in progress or waiting to be published, but that it is complete and only intended for staff. Secondly, it is possible to filter by staff only observations, and there are certain screens that will allow you to include staff observations, but not ones that haven't been added to the journal, if you choose to. For example, staff only observations will count towards your assessment and analysis screens by default, but not in journal ones won't unless you specifically enable them to. When exporting a child's journal to PDF for staff, there will also be an option to include staff only observations, but not ones that aren't in the journal.

Scheduled - These are observations that are currently not in the journal, but are scheduled to be added to a child's journal at a specific date and time. This can be helpful if you have completed an observation, but would like it to be made visible to relatives at a later date or a certain time. You can find our tutorial on how to schedule posts on Tapestry here.

Deleted - When you delete an observation it will remain restorable unless you select to delete it permanently, but it won't be visible to relatives, and staff members won't be able to see it unless they specifically set their filters to include deleted observations. This provides the opportunity to restore any observations deleted by mistake. Only managers and staff members with permission can delete observations. You can find our tutorial on deleting and restoring observations here.

Draft - Draft observations are a bit different to the other observation statuses as they only appear on the app. It's also not possible to change any other kind of observation back to a draft observation. Draft observations are stored locally and are tied to both the device and the user who made them, so these observations won't be visible to other staff members. On the app, observations without a title or with no children attached will be stored as drafts.

We won't be looking at draft observations in this tutorial, but you can find more information on these in our tutorials on adding observations using the app:


Setting an observation's status

Before we go any further, it's worth noting that staff members who aren't managers will only have the ability to publish observations if they have been given permission to do so. If they don't have permission then any observations they add will automatically be added as 'not in journal'. If you would like staff members to be able to publish their own observations, observations made by other staff members or observations made by relatives, you can find our tutorial on setting your user permissions for staff members here.

There are a couple of ways you can set the status of an observation. Firstly, you can change the set the status of any new observation you add (1), or any observation you edit (2).




When adding or editing an observation there will be a menu to the right that says 'Add to journal' (1), with several options. By default this will be set to 'after manager approval' which means the observation status will be set to 'not in journal', however you will also have the option to add it to the journal 'immediately', for staff only, or to schedule the observation. If you select to schedule the observation, remember to set the creation date to the date you would like it to be published to the journal (2). This tutorial provides further information on scheduling observations. 




Secondly, you can change the status of any observation that has already been created from the main Observations screen. You can do this by clicking the cog icon to the right of the observation (1). You will then be given a drop-down menu which will allow you to change the observation to any other status other than the one it currently has (2).




As the observation in the above screenshot is already in the journal the option to add it to the journal doesn't appear, but if you look at an observation which is not in the journal this option will appear (3).




It's also possible to change the status of several in observations at once. To do this you need to select the tick boxes at the end of the rows of the observations you want to update the status for (1). Once you do this you will see a pop-up box in the bottom right-hand corner appear. From there select the appropriate status (2) and then press 'Go' (3). 

If you want to select all of the observations on the page then you can use the drop-down box to select 'All' (4). By default you'll see 20 observations per page. If you want to increase this number then you can also choose between viewing 50 or 100 per page (5). 





Filtering by observation status

It's also possible to filter your Observations list by observation status. You can do this by clicking 'Filter & Sort Observations' at the top of the list (1), and adjusting the 'Observation Status' filter. You can add statuses by using the dropdown arrow (2) or remove them using the crosses (3). This can be useful, for example, if you are trying to look for a deleted observation, or if you want to see a list of observations which haven't been added to the journal yet.




So, those are the different observation statuses that are available on Tapestry and how you can change the status of an observation. I hope you found this tutorial helpful!



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