1. HOW DO I CREATE A PAPERTRAIL SUBSCRIPTION?

If you need to discuss your requirements before getting started, you can have a look at our pricing page or call us on +44 (0)1248 719270 and we will help you out.

Or you can download our free app from either the:


Once this is done you can select the type of 'LIVE' subscription you need (Essential or Business), choose how many records you need and activate it via a card payment immediately.

If you later need to increase the number of records or users, we can send you a quotation and upgrade your subscription.

Creating a full subscription on the mobile app


2. HOW DO I LOG IN TO MY PAPERTRAIL ACCOUNT FOR THE FIRST TIME?

Papertrail takes IT security extremely seriously. The information contained in an account is documentary evidence of compliance that has been carried out by an authorised user on a specific date and time. To that end, setting up your user profile from a Papertrail invite has to be not only simple and effective, it has to be secure too.

How do I accept an invite to Papertrail?


3. I AM AN ADMINISTRATOR - WHAT DOES THIS ACTUALLY MEAN?

Being an administrator means you not only have privileges and permissions to create folders and add/edit records on the account, it also allows you to invite other users.

What can an Administrator do on an account?


4. WHAT HAPPENS IF I'VE FORGOTTEN MY USERNAME AND/OR PASSWORD?

Don’t worry or panic - with so many usernames and passwords bouncing around your head it is understandable that you may forget one occasionally. The really important thing you need to do is ensure you are at a PC, laptop or device that has an internet connection and allows you to receive an email from us.

If you are, go to the Papertrail log in screen and use the link to reset your password:

Papertrail will now automatically send a password reset link to the email address that you used to originally register with. If you don’t receive an email within a few minutes (dependent on your internet connection/email provider) you may have either registered with a different address or our invite may be sat in the spam filter/junk box.

For security reasons, the password reset link in the email is only valid for 60 minutes - please continue checking for delivery and use the link as soon as you can.

Resetting your password

5. WHAT IS A RECORD?

A record in Papertrail is a digital record of an individual asset that requires regular or routine inspection. For example, this can be a piece of equipment such as a helmet or karabiner. You can also use records to keep track of documents, structures, vehicles etc.

Once you have created a record you can add inspections to it. The full inspection history will be saved to the record for you to retrieve and report on whenever you need.

6. WHY CAN'T I DELETE A RECORD?

If you have just created a record and realise you don’t need it then you can choose the option to delete it immediately.

However, please remember that a papertrail record is essentially a document that displays evidence to show legal compliance with regulations and legislation. If you have added a note or an inspection log against a record it cannot be edited or deleted from your account.

What you can do instead is retire the record so it becomes part of your archive. This means it will still be available, just in case you are ever called upon to show that something has been carried out on a particular item on a specific date etc.

Can I retire or archive equipment or records?


7. I HAVE AN EMPTY FOLDER AND CAN’T DELETE IT, WHY?

If you have what is seemingly an empty folder but you get an error message that says you can’t delete it, it could be that you don’t have the correct permission to carry this out or more than likely it has ‘Retired - archived’ records that will stop the folder from being deleted.

When a record is ‘Retired’ it stays in the folder but is 'hidden' from general view. This means the folder may look empty but in reality it isn’t. The retired record will become viewable using the 'Archived' filter on your dashboard.

Deleting a folder that holds archived records


8. HOW DO I MOVE FOLDERS AROUND MY ACCOUNT?

Papertrail has made moving and nesting folders around your account is really easy. Essentially you can 'drag and drop' a folder to a 'Top Level' or inside another folder if necessary; it’s up to you to create the system you want.

N.B you can currently only move folders around with our web app, not the mobile.

How to move a folder within my account


9. CAN I RETRIEVE A RECORD THAT WAS RETIRED IN ERROR?

We do occasionally get requests to retrieve item(s) that have been retired in error by an over-zealous member of staff during an inspection. We appreciate that you may enter something in an inspection in error and need to put it right.

If you are an administrator or have edit permissions, you can use the 'Revert' tool to 'cross out' the action that retired the record and make it available again.

N.B. this action doesn't delete the error, it merely overrides it, leaving the evidence of what has happened in place. A note or inspection log is seen as documentary evidence and once entered cannot be edited or amended in any way.

Retrieving an archived item (edit permission needed)


10. CAN I CREATE MORE THAN ONE RECORD AT A TIME?

Creating a record for an item of equipment is really simple but if you are trying to create many records for the same type of items such as karabiners or helmets it may look a little daunting.

‘Cloning’ allows you to create one record then make a direct copy of it to add a second. When you create the copy you have to remember to edit the word 'copy' out of the name as well as amending any other unique identifier such as the serial number).

Clone (duplicate) records in your Papertrail account


11. HOW DO I CHANGE SOMETHING ON MANY RECORDS AT THE SAME TIME?

Save yourself lots of time and effort by editing the same field on multiple records at the same time, e.g. amend the frequency of inspection of a folder full of helmets from monthly to half-yearly.

Select all the records within the folder and click on the drop-down arrow next to the 'add inspections' button before selecting edit and the specific field.

How to edit record fields


12. HOW TO FORCE SYNC THE MOBILE APP

The mobile app will always sync as long as it has a good 3G or 4G cellular or wireless internet connection. Even though the app tells you the 'Sync is up to date' you may feel that you want to ensure it is.

The simplest way to do this on both iOS and Android devices is:

  • Tap and hold your app screen just below the account name
  • Swipe downwards in one continuous motion for 3 - 4 cm
  • Confirm that the app tells you it is ‘Syncing’ followed by ‘Sync up to date’ is shown
  • If there are any errors or issues with your connection the app will inform you

How do I ensure the app is syncing?


13. HOW TO CHANGE YOUR EMAIL ADDRESS

If you need to change the email address that you used to register on Papertrail you can carry the actions needed out by:

  • Click on your avatar in the top right hand corner of your dashboard screen and
  • Select 'PROFILE'
  • Change your email address in the field on the left hand side before adding your password to confirm the action
  • Don't forget to click on the 'SAVE EMAIL ADDRESS' button

Changing your email address

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