Your account type and roles determine which actions you're allowed to take in FieldDoc. In this article, we'll explore the different user types and roles to help you decide which setup is right for you.

Account Setup

All FieldDoc users start with Standard access. Before creating a portfolio, you'll need to complete some basic account setup with assistance from our support team.

User Types

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Join an Organization

To use your FieldDoc account, you must be assigned to an organization and given a user role. Users must be associated with the organization that employs them. Organization Admins can approve membership. If no organization exists, the FieldDoc support team will create one for you. Please contact [email protected] for assistance.

Standard

Standard FieldDoc users can create a portfolio of activities and metrics, collaborate on other users' activities, or share activities via a Pact. Users are part of an Organization, which allows all members to see records within that organization.

FieldDoc Organizations represent real-world entities whose employees and/or volunteers manage data using the platform and associated tools. All data and activity in FieldDoc flows through an Organization.

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Account Management Best Practices

• Every FieldDoc user needs their own account — do not share log-ins!
• Make sure you are using a current email address. Email addresses that bounce back will be archived.
• Use your work email account and real name.

Collaboration

This work is nothing if not a team effort! We want to make sure that your full team — both within your organization and those outside of it — can access the relevant information in FieldDoc. Collaborators are Standard users that have been given access to a Workspace, Project, Pact, or Activity outside of their organization. Collaborators are often Technical Service Providers (TSP) who support a grant recipient on everything from data management to sharing of detailed engineering designs.

We provide step by step instructions on How to Collaborate to make sure that your full team has access to the right information in FieldDoc.

Program Manager

Programs hosted in FieldDoc have a curated list of activity types, metrics, models, and target outcomes. Programs collect Activities from their constituents via Pacts. Program Managers are assigned by FieldDoc staff to the Program(s) that they manage. Once we configure a Program Manager account, that user can see all Pacts assigned to their program. You can learn more about Program Management in the article Getting Started: Program Management.

Admin

Program Admins have unrestricted access to editable program settings, such as program name, description, and metrics. Admins can edit pacts within the program, including attributes such as start and end dates, custom identifiers, and status. They also have read-only access to all activities linked to pacts within the program.

Viewer

Program Viewers have read-only access to the program and any pacts that it contains. Users assigned the Viewer role will not be able to edit the program or any pact and activity records linked to the program.

User Roles

FieldDoc offers two types of user roles: Admin and Viewer. These roles are available at various entry points, including Organizations, Workspaces, Projects, Pacts, and Activities. This enables you to share and collaborate on FieldDoc records at your preferred scale.

For example, you may work with a contractor who needs broad access to your workspace. Adding that person as a Workspace Admin will grant them full permissions on all Project, Pact, and Activity records within your workspace (but not your organization settings). By contrast, sometimes you might need to invite a third-party to assist on a subset of your Activity records. In that case, a sound approach is to add those activities to a Project and share the Project with one or more of your external collaborators.

Organization

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Organization Tips

• The first individual in a new FieldDoc organization will be assigned as that organization's first Admin.
• All email notifications about future organization members will be sent to existing organization Admins.
• Admins can manage the list of organization members at any time within the FieldDoc platform.

Admin

Organization Admins have unrestricted access to an organization’s data and settings. They can add, modify, and delete records (e.g. projects, activities, metrics, pacts) and members.

Viewer

Organization Viewers have read-only access to an organization’s data and settings. Users assigned the Viewer role will not be able to edit or delete any records within their organization's account.

Workspace

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Workspace roles do not have access to organization-level members or other settings.

Admin

Workspace Admins have unrestricted access to a workspace’s data and settings. They can add, modify, and delete records (e.g. projects, activities, metrics, pacts) and members within the workspace.

Viewer

Workspace Viewers have read-only access to a workspace’s data and settings. Users assigned the Viewer role will not be able to edit or delete any records within the workspace.

Project

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Project roles do not have access to the project's workspace-level or organization-level members or other settings.

Admin

Project Admins have unrestricted access to a project’s data and settings. They can add, modify, and delete records (e.g. projects, activities, metrics) and members within the project.

Viewer

Project Viewers have read-only access to a project’s data and settings. Users assigned the Viewer role will not be able to edit or delete the project or any records that it contains.

Pact

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Pact roles do not have access to the pact's program-level, workspace-level, or organization-level members or other settings.

Admin

Pact Admins have unrestricted access to a pact’s data and settings. They can add, modify, and delete records (e.g. activities, metrics) and members within the pact.

Viewer

Pact Viewers have read-only access to a pact’s data and settings. Users assigned the Viewer role will not be able to edit or delete the pact or any records that it contains.

Activity

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Activity roles do not have access to the activity's workspace-level or organization-level members or other settings. This also applies to any projects or pacts that contain the activity.

Admin

Activity Admins have unrestricted access to an activity’s data and settings, including collaborators, metric values, and all activity metadata.

Viewer

Activity Viewers have read-only access to an activity’s data and settings. Users assigned the Viewer role will not be able to edit or delete the activity or any records that it contains (e.g. files, metric values, model outputs).