Evidence and the audit trail
Photos, files and history — captured against the record, stored privately, and searchable in one vault.
Rufineous Emmanuel
Last Update a day ago
Evidence is the proof layer under everything in Maliru: the photo of the reinstated footway, the signed permit, the before-and-after of a defect.
Capturing evidence
Field staff capture evidence through Capture → Photo or file on a record ("Add evidence to this record."): Take a photo, Choose a photo or Choose a file, up to 25 MB each. The file uploads and registers against the record — "Evidence added to {job}."
Evidence also arrives automatically from other flows:
- Every photo, signature and file answer on a form submission is registered as evidence.
- Job file fields hold documents against the job (10 files per field).
- A chat message can be promoted to a record, carrying its attachment into evidence.
- AI photo review links flagged photos to the defects it raises.
The Evidence & audit vault
The Evidence & audit section has two views:
- Evidence — every file across the workspace: file, subject, who captured it, when. Filter by Images, Documents or Video, and search by name. Files with coordinates offer a map link.
- Audit trail — the workspace's chronological history of actions: who created, changed, granted, submitted or deleted what. This is the record you lean on in a dispute; nothing in it can be edited.
How storage and access work
- Evidence lives in private storage under your workspace — files are never public.
- Opening a file generates a short-lived secure link (valid for an hour), so a forwarded URL goes stale quickly.
- Access follows permissions: viewing the vault requires the evidence permission; capture stays open to field workers so proof is never blocked at the point of work.
- If a file upload registers but the record write fails, the upload is removed automatically — storage never drifts from the record.
Tip: make evidence part of the job standard — a photo field on your completion form costs the worker seconds and gives the office proof forever. See Building forms and inspections.