Setting up a New Project

Admin users can copy an existing project that is a set as a ‘Project Template’. Copying a project template copies the entire configuration (except users), so is a very quick way to mobilise new projects.

Enterprise clients typically have 1 or more project templates available to copy when new projects are required.

Users must have ‘Admin:Create_Project’ ACL permission on the respective template project and access to the ‘Portfolio’ module, in order to create new projects and copy project templates.

Once created, you will receive an email notification telling you the project new project is ready for access. New projects typically take 1-2 minutes to generate before they are available.

• Go to Portfolio on the menu.
• Select the Add icon on the top right hand of the screen
• Fill out the details including the Template you wish to copy

The ‘Project Image’ is what is displayed in the mobile app as the image for the project. This can also be set to replace the ‘default’ home screen in the web platform.

• Go to Setup
• Select the option for Project Details
• On the image icon select the Edit Image option
• Browse the device and choose the image to upload

The default DOCUMENT & FIELD MANAGER project branding can be changed project by project. This allows the project colour scheme to be fully aligned to the branding of each specific client.

• Go to Setup
• Then select Settings
• If it is not displayed on the menu, select from the drop-down
• Rename and configure with the new colours

Each project can have the time zone set to reflect project location. This ensures that when items are uploaded, created and edited, the audit log reflects the correct local time the action/event occurred.

• Go to Setup
• Then Settings
• Select the option for Project Config
• The time zone dropdown list is available to choose the correct time zone.
• Once done, select Save

Project permissions across all modules are control against User Groups. A user can be part of more than 1 user group. Typically, user groups are defined by high level roles on a project i.e. Client Team, General Contractor, Subcontractors.

• Go to Setup
• Choose the option ACL
• All the permissions are displayed as well as the Groups across the top line

Note:

• ’01. Admin’ is the group used for DOCUMENT & FIELD MANAGER Support Staff and should not be removed.
• ’02. Project Admin’ is the group used typically for the client admin and is configured accordingly, this should not need to be removed.
• Also remember that User Groups are used to manage permissions within each specific module. So, do not forget to review and update the new User Group permissions within each module’s own permissions area, as required.

Administrators can easily control the visibility of each module on the left-hand menu for each specific User Group. This can help simplify the view each user group has when they log into the web platform.

• Go to Setup
• Go to Modules
• For each group enable the modules visible on the left hand menu

Within each project, administrators can update the feature type capabilities for each user group from those copied from the template. These are managed within 2 areas:

Group Rights (These are older permissions carried over from the legacy platform).

• Go to Admin
• Choose the Rights tab
• Scroll down and enable to permission or right per group

The second area is ACL.

• Go to Setup
• Select the menu option ACL

Administrators can invite 1 or more users to a project and assign them into 1 or more User Groups. The system uses the email address of each user as the unique identifier to ensure that a user email address only exists once in the system (across all projects). Users are then able to access all projects to which they are invited using a single set of login credentials.

Firstly, go to Setup and then select the icon in the top right corner of the screen to Add Users:

• From the pop up screen add the users and their credentials including the Group or role they belong to to set their permissions.
• Users can be added individually or using the excel import option.

As well as adding users it is necessary to add Companies that Users can then be associated or linked to.

• Go to Contacts
• Select the Option New Contact

Complete the details on the window provided for the contact.

The company will not be visible in the Observations area if you do not select the Connect the Observations tick box, or be able to receive Reports via the system if you do not tick Recipient of Observation Reports.

It is also necessary to add the company to the required Group to set the permissions.