Understanding Your Data: From Field to Office

Time needed: 10 minutes reading
Difficulty: Beginner
Applies to: All TerraFlow Mobile users
Role: Field locators and office staff

This guide explains what happens to your utility locate data from the moment you capture it in the field through to final reporting. Understanding this process helps you work more effectively and troubleshoot issues.

The Big Picture

Here's the journey your data takes:

FIELD                 MOBILE DEVICE           CLOUD                  OFFICE
┌─────────┐          ┌──────────┐          ┌─────────┐          ┌────────┐
│ Locator │ ──────→  │ TerraFlow│ ──────→  │  Data   │ ──────→  │ Reports│
│   GPS   │  Bluetooth│  Mobile  │  Internet│ Engine  │  Access  │ & Maps │
└─────────┘          └──────────┘          └─────────┘          └────────┘
   What you            Stores data            Processes            Final
   capture in          locally first,         and stores           deliverables
   the field           then syncs             centrally            to clients

Let's break down each stage in detail.

Stage 1: Data Capture in the Field

What Gets Captured

Every time you press the capture button on your locator, TerraFlow Mobile records:

From Your Locator:

Depth measurement (e.g., 1.2 meters)
Signal strength (how strong the utility signal is)
Locator mode (passive, active, specific frequency)
Timestamp (exact date and time of capture)

From GPS:

Latitude and longitude (precise coordinates)
GPS accuracy (how accurate the position is, e.g., ±0.5m)
Altitude (height above sea level)
Number of satellites (signal quality indicator)

From You (manual input):

Utility type (gas, hydro, water, sewer, telecom)
Material (steel, copper, PVC, etc.)
Size/diameter (pipe or cable size)
Pressure/voltage (for gas and hydro)
Notes (any observations)
Photos (site context, special conditions)

Where Data is Stored Initially

TerraFlow Mobile stores data locally on your device first.

This means:

✅ You can work without internet connection
✅ Data is safe even if sync fails temporarily
✅ No data loss if you lose signal mid-job
✅ You can collect data in remote areas

Storage location:

Your phone/tablet's internal storage
Encrypted and secure
Tied to your user account
Separate from other apps

How much storage?

Average locate job: 5-10 MB
With photos: 20-50 MB per job
100 jobs with photos ≈ 2-5 GB
Most devices handle this easily

Stage 2: Data on Your Mobile Device

The Local Database

Think of TerraFlow Mobile as having a mini-database on your device:

YOUR DEVICE
├── Completed Jobs (synced to Data Engine)
│   └── Status: ✅ Backed up in cloud
├── In-Progress Jobs (not yet synced)
│   └── Status: ⚠️ Only on device, needs sync
└── Draft Jobs (incomplete)
    └── Status: ⚠️ Only on device, needs finishing

Understanding Sync Status

Each job has a sync status:

✅ Synced (Green checkmark)

Data successfully uploaded to Data Engine
Safe copy exists in cloud
Accessible to office staff
You can delete from device if needed

⏱️ Pending Sync (Clock/waiting icon)

Waiting for internet connection
Will upload automatically when connected
Safe on device for now
Don't delete these!

🔄 Syncing (Spinning icon)

Currently uploading
Keep app open
Don't close app or lose connection
Usually takes 30 seconds to 2 minutes

❌ Sync Failed (Red X or warning)

Upload didn't work
Check internet connection
Try manual sync
May need troubleshooting

Auto-Sync vs Manual Sync

Auto-Sync (default):

TerraFlow automatically syncs when:
- You complete a job
- Good internet connection available
- App is open and active
- Every 15-30 minutes (configurable)

Manual Sync:

You control when sync happens
Tap Menu → Synchronize
Good for:
- Poor connectivity areas
- Checking sync status
- Forcing upload of specific jobs

💡 Best practice: Manually sync at end of each job or end of day to ensure everything uploads.

Stage 3: The Sync Process

What Happens During Sync

When you sync data:

1. Connection Check

TerraFlow checks for internet (WiFi or cellular)
Verifies you're logged in
Checks Data Engine is accessible

2. Data Preparation

Compresses data to reduce upload size
Organizes data into packets
Prioritizes critical information

3. Upload

Sends data to Data Engine servers
Uploads smallest files first (data points)
Then uploads larger files (photos)
Shows progress indicator

4. Verification

Data Engine confirms receipt
Checks data integrity (no corruption)
Sends confirmation back to your device
Updates sync status to ✅

5. Cleanup (optional)

You can choose to delete local copy after successful sync
Most users keep recent jobs on device
Older synced jobs can be archived/deleted to free space

Why Sync Might Be Slow

Common reasons for slow sync:

Large photo files

Photos are biggest data component
5-10 photos = 10-20 MB
Takes time on cellular connection
Solution: Use WiFi when possible, or reduce photo resolution

Weak connection

Poor cellular signal slows upload
Fluctuating signal causes restarts
Solution: Wait until better signal, or find WiFi

Many unsynced jobs

20+ jobs backing up at once
Each job must upload completely
Solution: Sync more frequently (daily)

Data Engine busy

Server processing many uploads simultaneously
Temporary slow down
Solution: Be patient, try again in 10 minutes

Sync Safety Features

TerraFlow protects your data during sync:

Automatic retry:

If sync fails, TerraFlow automatically retries
Tries again when connection improves
Won't give up until successful

Resume capability:

If sync interrupted, resumes from where it left off
Doesn't re-upload data already sent
Efficient use of bandwidth

Conflict resolution:

If same job edited in two places
Data Engine merges or flags conflict
Prevents data loss

Stage 4: Data in Data Engine (The Cloud)

What is Data Engine?

Data Engine is TerraFlow's cloud-based data management system:

Web-based: Access from any computer/device with internet
Centralized: All your company's locate data in one place
Secure: Encrypted, backed up, access-controlled
Collaborative: Multiple users can access simultaneously

Your Data in Data Engine

Once synced, your data:

Is organized by:

Job/ticket number
Date
Locator name
Customer/site
Utility types present

Can be:

Viewed on interactive maps
Exported to various formats
Analyzed and reported on
Integrated with other systems
Archived for future reference

Is accessible to:

You (the locator who created it)
Your supervisor
Office staff responsible for reporting
Anyone with appropriate permissions

Data Engine Features

Interactive Map View:

See all utilities on one map
Toggle layers on/off by utility type
Measure distances and areas
View photos and notes
Zoom and pan around site

Data Tables:

Spreadsheet view of all points
Sort and filter by any field
Export to Excel or CSV
Review depth measurements
Check completeness

Reporting Tools:

Generate per-utility maps (Ontario requirement)
Create combined site maps
Add disclaimers and annotations
Export to PDF
Print at various scales

Integration:

Export to CAD (DXF/DWG)
Send to GIS (ArcGIS, QGIS)
Connect to asset management systems
API access for custom integrations

Stage 5: From Data Engine to Reports

Creating Reports

Office staff (or you) use Data Engine to create final deliverables:

1. Access the synced job:

Log in to Data Engine
Find your completed locate job
Open the job details

2. Review and validate:

Check all utilities are present
Verify measurements look correct
Review photos for context
Add any missing information

3. Generate reports:

Select report template
Choose per-utility or combined format
Configure map scale and extent
Add disclaimers and annotations
Generate PDF or printable format

4. Quality check:

Review each report
Ensure compliance with regulations
Verify all required information present
Check visual quality (legible, clear)

5. Deliver to client:

Email PDFs
Upload to portal
Print and mail
Submit through ticket system

Your Role in the Process

As a field locator, you ensure:

Data Quality:

Accurate GPS positions (good signal)
Correct utility types selected
Complete depth measurements
Clear notes where needed

Completeness:

All utilities located
Adequate point coverage
Required information captured
Photos of complex situations

Timeliness:

Sync data same day collected
Don't let unsynced jobs pile up
Report equipment issues immediately
Meet job deadlines

The better your field data, the faster and easier office reporting becomes!

Understanding Data Ownership and Storage

Who Owns Your Data?

You and your company own your data. TerraFlow doesn't.

From the TerraFlow website:

"TerraFlow does not retain ownership of data collected, it's yours, we just help store and manage it."

This means:

Your data belongs to you
You can export it anytime
You can delete it if needed
TerraFlow is just the tool and storage platform

Where is Data Stored?

TerraFlow uses secure cloud infrastructure:

Data centers:

Multiple secure locations
Redundant storage (backed up)
Encrypted in transit and at rest
Professional-grade security

Backup schedule:

Real-time replication
Daily backups
Long-term retention
Disaster recovery plan

Access controls:

Role-based permissions
Secure login (username/password)
Activity logging
Multi-factor authentication (optional)

Data Retention

How long is data kept?

Active jobs:

Available immediately
Accessible anytime
Appears in searches and maps

Completed jobs:

Retained per your company policy
Typically 1-7 years
Can be archived for long-term storage
Can be exported before deletion

Deleted jobs:

Moved to recycle bin (30 days)
Permanently deleted after 30 days
Can be restored during 30-day window

Working Offline

Offline Capabilities

TerraFlow Mobile works great without internet:

You CAN (offline):

✅ Collect new locate data
✅ View previously synced jobs
✅ Edit job information
✅ Take photos
✅ Add notes
✅ Complete entire locates

You CANNOT (offline):

❌ Sync data to Data Engine
❌ Download new job assignments
❌ Access Data Engine web interface
❌ Load new map tiles (cached tiles work)
❌ Verify data reached office

Best Practices for Offline Work

Before going to remote area:

Sync any pending data
Cache map tiles (zoom around area while on WiFi)
Download job assignments
Ensure device fully charged

While offline:

Work normally, TerraFlow stores everything locally
Note that data won't reach office yet
Check storage space doesn't get too full

After returning to connectivity:

Connect to WiFi or cellular
Open TerraFlow Mobile
Sync all pending jobs
Verify sync completed successfully
Confirm office received data

⚠️ Warning: Don't uninstall TerraFlow or reset your device while you have unsynced data!

Troubleshooting Data Issues

"Where did my data go?"

If you can't find a job you collected:

Check sync status:

Is it still on your device but not synced?
Look for pending or failed sync status
Try manual sync

Check Data Engine:

Log in to Data Engine web interface
Search by date, ticket number, or your name
May be synced but filtered out of view

Check device storage:

Settings → Apps → TerraFlow → Storage
Verify data exists
May need to free up space

Still missing?

Contact support with job details
Check backups
Review activity logs

"My sync keeps failing"

Common causes:

Internet connection:

Verify WiFi or cellular is working
Try loading a website to test
Move to area with better signal

Login session expired:

Log out and log back in
Retry sync

Data Engine maintenance:

Check if system is down
Wait 15-30 minutes
Try again

Large files:

Photos causing timeout
Reduce photo quality
Sync on WiFi instead of cellular

See Troubleshooting Connection Issues for more help.

Data Flow: Real-World Example

Let's follow a typical locate from start to finish:

8:00 AM - Field Collection

John arrives at job site
Opens TerraFlow Mobile
Starts new collection for ticket #ON-2024-12345
Locates gas, hydro, and water lines
Captures 47 GPS points total
Takes 8 photos of site
Adds notes about shallow water line
Taps "Complete Job"

8:45 AM - Sync

John connects to truck WiFi
TerraFlow auto-syncs
Uploads 47 points (2 MB)
Uploads 8 photos (15 MB)
Sync completes in 45 seconds
✅ Green checkmark appears

9:00 AM - Data Engine

Data arrives in Data Engine
Notification sent to office
Sarah (office staff) sees new job appear
Job shows in "Ready for Reporting" queue

10:30 AM - Report Generation

Sarah opens job in Data Engine
Reviews John's work on map
Validates all measurements present
Generates three per-utility reports:
- Gas Report (8 pages)
- Hydro Report (6 pages)
- Water Report (5 pages)

11:00 AM - Quality Check

Sarah reviews each report
Adds required Ontario disclaimers
Checks compliance with regulations
Exports to PDF (3 files)

11:15 AM - Delivery

Sarah emails all three PDFs to client
Uploads to utility company portal
Files copies in document management system
Marks job as "Delivered"

Timeline: Site work (45 min) → Office work (45 min) → Total: 3 hours from field to client

Key Takeaways

Remember These Important Points:

1. Data is stored locally first

Always safe on your device
Doesn't require immediate internet
Sync when possible

2. Sync regularly

End of each job or end of day
Verify sync success (green checkmark)
Don't let jobs pile up unsynced

3. Your data quality matters

Office staff relies on your field work
Complete information = faster reporting
Accurate GPS = compliant reports

4. You own your data

TerraFlow is just the tool
Data belongs to you/your company
Can export anytime

5. Offline work is supported

Collect data anywhere
Sync when back in coverage
No data loss

Next Steps

Learn more about:

Complete Your First Locate - Detailed field workflow
Generating Reports - How office staff create deliverables
Troubleshooting Sync Issues - Fix common problems
Data Engine User Guide (coming soon) - Office staff deep dive

Need Help?

Questions about data sync or storage?

📧 support@terraflow.ca
🌐 www.terraflow.ca/resources/help

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Last updated: October 2025 | TerraFlow Mobile & Data Engine