Project Portal Documentation 1 Help

How-to Guides

A collection of helpful tutorials for completing a variety of common tasks Please consult that project data dictionary for definitions to terminology used in this guide.

AGENTS

Create Agent

An agent is a person or organization that bears some form of responsibility for an activity taking place, for the existence of an entity, or for another agents activity within the context of a project.

  1. Using the sidebar menu, navigate to Data Entry > Agents > Create Agent

  2. Complete new agent form making sure to enter the required fields

  3. When selecting an agent type, if none of the existing types meet your needs, select a temporary type, then please consult the Edit Vocabulary section below.

  4. Submit

PROJECT AGENTS

There are two ways to attach a project to an agent

Method 1

  1. Sidebar main menu > Data Entry > Agents > All Agents

  2. Find your agent of interest and click View in the corresponding table row

  3. On the agent profile page, click 'Assign Project' at the top right.

  4. Select the agent, their role on the project, and optionally a start and end date. The start and end date describes when an agent participated on a given project and is only applicable if the agent was not a persistent participant for the duration of the project.

  5. When selecting an agent role, if none of the existing roles meet your needs, select a temporary role, then please consult the Edit Vocabulary section below.

  6. Click Save

The attached project should now be listed in the Projects Table

Method 2

  1. Sidebar main menu > Data Entry > Projects > All Projects

  2. Find your project of interest using the table, then select View in the corresponding row

  3. Find the Project Agents table on the left side of the project profile page

  4. Click the 'Add Agent' button

  5. Select the agent, their role on the project, and optionally a start and end date. The start and end date describes when an agent participated on a given project and is only applicable if the agent was not a persistent participant for the duration of the project.

AGENT RELATIONS

Agent relations are uni-directional associations between two agents, a subject agent and related agent. Each relation is defined by a relational predicate (i.e. employed by, managed by). Since Agent Relations are single direction associations, creating a relation starts by selecting the subject agent. Both agents must be created prior to forming the relation between them. Agent relations cannot be edited once created. They may only be created or deleted, both actions can be done directly from the Agent Profile page. An agent relation consists of three parts:

  1. The two agents

  2. A predicate that defines the nature of the relationship

  3. For relations between an organization and person, the Subject role defines the role of the person (related agent) in the organization

Create agent relation

  1. Main Menu > Data Entry > Agents > All Agents

  2. Find your agent of interest and click View in the corresponding table row

  3. On the agent profile page, click 'Add Agent Relation' at the top right.

  4. In the modal window, select the related agent (child), relation predicate, and optionally the role of the subject agent relative to the subject agent

USERS

Create User

  1. Main Menu > System > Users > Create User

  2. Enter First name, last name, email, and organization

  3. Select the checkbox next to the Client role

  4. If granting access to a particular project, click the appropriate checkbox next to the project name. See [Authorization section under Security](Security.md#authorization) for more information.

  5. Enter and confirm temporary password. The password can be anything. The new user will be instructed to create a new password before logging in for the first time.

  6. Click save. You should be redirected to the profile page of the newly created user

  7. Click Send Welcome Message

  8. The new user will receive an automated message inviting them to access the portal

PROJECTS

Create New Project

  1. Main Menu > Data Entry > Projects > Create Project

  2. Complete new project form. Note the required fields.

A Glossary is available by clicking the Glossary button at the top right. Click the button with the question mark for project type definitions.

Notes:

  • The client visibility field doesn't create a project page for the client side of the portal, rather just controls visibility once created. To create a project home and map, please contact the system administrator Ben Norton, [email protected]

  • Parent-child relationships between two projects may be created at anytime assuming the parent exists prior to creating the child project.

  • Agents, Documents, and Features are created asynchronously relative to projects. This means that Agents, Features, and Documents must be created separately and once in the system, can be added or removed from projects at any time.

VOCABULARIES

Edit Vocabulary

If the available terms in a vocabulary (see list below) do not meet the needs of a user, additional terms may be added by request and are subject to approval. Please contact a system administrator to facilitate that process. The applicable vocabularies include:

  • Agent Roles

  • Agent Types

  • Document Types

  • Feature Types

  • Job Types

  • Project Stages

  • Project Types

  • Service Domains

  • Upload Types

DOCUMENTS

Files are uploaded to the portal then stored as 'documents'. The result of the upload process, a digital file transferred to a remote storage device is stored as an upload. A document is generated from the upload. Here, properties of the Upload class include file size, mime type, and upload timestamp. Attributes belonging to the document class include title, remarks, and the associated with individual project. Upload records cannot be edited. They are preserved as captured when a file was originally uploaded. A document can be edited at anytime. Currently, each document is associated with one an only one upload. However, the system can accomodate for advanced documents consisting of multiple uploads that are combined as one 'document'. In addition, the portal allows documents, images, and spatial files to be uploaded through the interface. Documents are limited to common formats associated with text such as *.doc, *.docx, *.pdf, *.csv, and *.xlsx (Specific entries in the application registry of the IANA media types). Images and spatial datafiles are handled by a separate Media Class.

There are two primary pathways to uploading a document in the portal. The first is a general upload without specifying relationships. The second is a shortcut for adding documents to a particular project.

1. Upload Document

  1. Main Menu > Data Entry > Documents > Upload Document

  2. Complete upload form. Note the required fields.

  3. If successful, you will be redirected to the document page, where you can access users belonging to the Document Access Group and assign a document to specific projects. You can also edit some basic information about the document.

2. Upload Project File (Document)

  1. Main Menu > Data Entry > Projects > All Projects

  2. Find the project of interest in the table, then click View

  3. Find the container entitled 'Project Documents' in the right column on the project profile page.

  4. Click Upload New

  5. You'll be redirected to the Upload File form with the project automatically selected.

  6. Go to the second step in the first Upload Document procedure above

Documents can be added to projects when a file is uploaded by checking the appropriate boxes on the upload form or by clicking the Add Project button on the document view after a file has been uploaded.

NOTE Project documents are not visible to clients unless the Visibility switch is set to visible on a project view page.

Last modified: 27 January 2025
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