Projects

Records in Damstra Digital Forms are stored in projects. Projects can be arranged by worksite locations, employee job titles, departments, programs, or anything that works for compartmentalising your company data. This structure provides multiple advantages including:

• simplifies forms for your employees
• protect your records by managing user access
• streamline reporting as exports can be targeted to specific output data

Project administration is done using the web app. However, mobile app users who have permission to do project administration will see menu options to create and manage project.

How to create a project

To create a project:

1. Ensure you haven't selected an existing project. If you are in an existing project, click Clear Project Selection
   
2. Click
   

3. A Create Project window will open. Enter the following details:

   Job Number – a unique identifier for the project. You cannot use a Job Number that has already been used for another project.

   Name – the name of the Project.

   Address – optional

   Description – optional 

   Owner – default to the user who is creating the project, the user may assign a different owner. A project owner can reopen closed records.

   

4. Click and you've just created a project.

Note: If the company has been configured to integrate Digital Forms with Enterprise Protection Platform, each active worksite in EPP will automatically become a Project in Digital Forms. 

How to allocate members to a project

To allocate project members:

1. Select a project from the project list
   
2. Scroll to the bottom of the page and select
   
3. You will be on the Project Members page where you can view, edit, delete and create project members
   
4. Click 
5. Select a user’s name from the drop-down list
   
6. Assign their permission level
   

   Read Only – allows the user to read any of the documents created for the project but cannot create or edit existing documents

   Create Records – allow users to create and edit any of the project documents including Memos, Forms, Actions, Punch Lists, and upload Drawings & Documents such as PDF, KML and KMZ

   Send Records – in addition to the above permissions, this permission allows user to email Forms, Memos and Punch Lists

   Edit Project – in addition to the above permissions, the user can change project information (properties, members, work breakdown structure, etc.)

   Can Approve – is listed as an approver for the project, in any forms containing Approval sections

7. Click and you've just allocated a user to a project.

Note: If you delete a project member from this list, they are just removed from the project. All records and actions taken by the deleted member will be kept to the project.

How to allocate templates to a project

To view default templates and add templates to the default templates list:

1. Select a project from the project list
   
2. Scroll to the bottom of the page and select
   
   
3. You will be on the Project Templates page where you can view and edit default templates by user type (Super, Standard, External)
   
4. Select on the user type
5. A list of forms will display – these will be the forms/memos/actions the users will be able to see when they Create a form. This list can be edited by clicking  
   
6. Untick the Forms that are no longer required. You will see the Use Defaults will change from Yes to No
   
7. Click  and you've just edited the default templates of the project.

How to make projects inactive

Users can inactivate a project but cannot delete a project to keep all the records in the project. Only an administrator can make a project inactive.

To make a Project inactive:

1. Click then select Projects
   
   
   
2. On the Projects page, hover your cursor to the Project you want to make inactive three dots will appear  then click edit
3. Edit Project window will display. Click the Active toggle and it will turn grey.
   
4. Click  and you just made a project inactive.