Logbook Import

The Logbook Import feature uses AI to transcribe scanned aircraft logbook pages into structured digital entries. It can process images of handwritten or typed maintenance logbook pages and extract individual entries with dates, descriptions, hours, and signoff information.

Accessing the Import Page

Navigate to the Logbook Import page from the navigation menu. This feature is available to aircraft owners.

Note

The import feature requires at least one AI provider to be configured by the system administrator (Anthropic API key for Claude, or an Ollama instance URL for self-hosted models). If no provider is configured, the import page will not be available.

Uploading Source Files

You can provide logbook pages in two ways:

Multiple image files

Select individual image files (JPEG, PNG, TIFF, WebP, BMP, or GIF). Files are processed in alphabetical order by filename, so name them so that alphabetical order matches page order (e.g., page-001.jpg, page-002.jpg).

Archive file

Upload a single zip, tar, tar.gz, tar.bz2, or tar.xz archive containing image files. Images inside are also sorted alphabetically by filename.

Setting the Destination

  • Aircraft – Select which aircraft this logbook belongs to.

  • Collection name – Groups the uploaded images into a document collection (e.g., “Airframe Log #4”). This is auto-filled from the filename but can be edited.

  • Document name – The name for the document record. Defaults to the collection name.

Import Options

Upload only (no transcription)

Check this to save the images as documents without running AI transcription. Useful if you just want to archive scanned pages without extracting entries.

Document type

Categorize the uploaded document: Log, Alteration, Report, Invoice, Aircraft Record, or Other.

When transcription is enabled, additional options appear:

AI model

Select which AI model to use for transcription. Available models depend on what providers your administrator has configured. Options may include Claude (cloud) or locally-hosted models via Ollama.

Log type override

By default, the AI auto-detects the log type (Airframe, Engine, Propeller, or Other) for each entry. Use this to force all entries to a specific type.

Batch size

The number of images sent per API call (1–20). Larger batches provide more context for the AI but use more tokens. The default is usually appropriate.

Running the Import

  1. Select your files and configure the destination and options.

  2. Click Import & transcribe (or Upload images if upload-only mode is selected).

The import runs in real time with a progress display:

  • A progress bar showing overall completion percentage.

  • A progress log showing detailed events as they happen:

    • Image upload confirmations (green).

    • Extracted entries (blue).

    • Warnings (yellow) – e.g., truncated output from the AI.

    • Errors (red) – e.g., failed API calls.

When the import completes, a summary shows:

  • Entries created – The number of logbook entries extracted and saved.

  • Images uploaded – The number of images saved as documents.

  • Warnings and errors counts, if any.

Click New import to start another import.

Tips for Best Results

  • Image quality matters. Clear, high-resolution scans produce better results. Avoid blurry or low-contrast images.

  • Name files in order. The AI processes pages in batches, with overlap between batches for context. Correct page ordering ensures entries that span pages are handled properly.

  • Review imported entries. AI transcription is not perfect, especially with handwritten text. Check the imported entries in the Logbook tab and correct any errors.

  • Use log type override when the entire logbook is one type (e.g., an engine logbook). This improves accuracy by removing ambiguity.