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Project Organization

Projects are the fundamental organizational boundary in Ex-Online. Understanding how they work — and when to create new ones — helps you keep your data manageable as the system grows.

What a project contains

Section titled “What a project contains”

A project groups together a set of related data:

  • Equipment — the tag items being tracked
  • Associated Equipment — devices linked to primary equipment
  • Documents — files attached at the project or equipment level
  • Defects and Actions — issues found during inspections and the corrective work that follows
  • Inspections — Inspection Work Packs (IWPs) generated, downloaded, completed, and uploaded
  • Personnel — people working on the project
  • Settings — project-specific configuration such as IWP upload behavior and custom roles

Everything inside a project shares user access permissions, backup scope, and import/export boundaries.

Why projects are separate

Section titled “Why projects are separate”

Each project is self-contained. Users are invited per-project, backups capture one project at a time, and import packages target a single project. This isolation means:

  • Access control is granular. A contractor can be given access to their site’s project without seeing other sites.
  • Backups are manageable. Restoring a backup affects only the target project, so a bad import on one project does not risk another.
  • Imports are scoped. An import package maps to exactly one project, making it clear what will change and what won’t.

When to create separate projects

Section titled “When to create separate projects”

Create a new project when:

  • Different sites or locations are involved. Each physical location typically maps to its own project.
  • Different clients own the work. Client-scoped projects simplify access control and reporting.
  • Different campaigns or turnarounds need independent tracking. A shutdown campaign may warrant its own project so defects, actions, and inspection history stay separate from ongoing maintenance.
  • User access differs. If one group of people should see certain equipment but not other equipment, separate projects provide a clean boundary.

When to keep things in one project

Section titled “When to keep things in one project”

Use a single project when:

  • All equipment is at the same site and managed by the same team.
  • Inspection history should remain continuous. Splitting equipment across projects means inspection records do not carry over.
  • Reporting needs a unified view. AnalytEx dashboards and Excel exports operate within a single project.

User Defined Fields for cross-project consistency

Section titled “User Defined Fields for cross-project consistency”

If you run multiple projects, keep the User Defined Fields (Other_1 through Other_6) consistent across them. For example, if Other_1 is “SAP Functional Location” in one project, use the same mapping in all related projects. This makes it easier to compare exported data and build cross-project reports.

Section titled “Related Topics”