The June 2021 release is packed with new features and improvements - and includes some important terminology and conceptual changes. We've also significantly increased storage limits across all paid plans.
- Terminology changes
- Introducing user types and workspace roles
- Tagging for forms and users
- Sensitive fields
- New ways to manage repeats
- Increased storage limits
- Search across workspaces
As we shared in our June newsletter, to support some of the improvements we are rolling out, we have made some changes to some terminology used in the system.
- Projects will become Workspaces
- Fieldworkers will become Data Collectors
- Console users will become Workspace Users
Why the change?
Many organisations don't have the concept of a "project" - they organise their forms and data in other ways (e.g. by department, programme or country) and we wanted to use a less prescriptive term. We've settled on the term "workspace" - the place where you organise forms, data, users and roles.
As for fieldworkers, with the introduction of web collection last year, we've seen organisations expand their usage of our tools beyond fieldwork. To reflect this, we've decided to switch from the term "fieldworker" to a more generic "data collector".
Introducing user types and workspace roles
Each user in your account will now have one of four possible "types":
|Account Owner||Administrator||Workspace User||Data Collector|
The Account Owner and Administrator user types have full access to all workspaces in the account and can add/remove other users and create or delete entire workspaces.
Data Collectors have no access to the Mobenzi backend console at all. They can however be linked to handsets, assigned forms and capture these via the Mobenzi mobile app or using their web browser (if you have enabled your form for web collection).
Workspace Users are able to login to the Mobenzi backend and can be given access to one or more workspaces in the account. Within each workspace, they can be assigned a pre-defined role, or you can customise their role in the workspace by choosing exactly the set of permissions they should have.
For Workspace Users you need to decide what role they have within a workspace. The Account Owner and Administrators automatically receive full access to all workspaces - so you won't need to choose workspace roles for these user types. Because Data Collectors can't login to the backend console, they also can't have a workspace role assigned.
The roles available for Workspace Users are:
- Workspace Manager
- Data Manager
- Data Analyst
- Form Designer
A number of new permissions have also been introduced.
How does this affect existing users?
Most of the underlying permissions remain the same, so there won't be a major shift in what users can see or do when the changes come into effect.
Apart from the Account Owner, all users who currently have backend access will become Workspace Users and all fieldworkers will become Data Collectors. If a user was previously able to manage user permissions for all projects (workspaces) in the account, they will be made an Administrator.
Based on the current permissions for each Workspace User, we'll automatically match them to one of the new workspace roles listed above. Users who previously had been granted permission to "manage all users in the project" will be given the Workspace Manager role. If the permissions they have currently don't match one of the pre-defined workspace roles, we'll assign them to the Custom role and give them essentially the same permissions they have now. As a general principle, we won't give users greater levels of access than they would have had previously - but there may be some new or expanded permissions that you might wish to consider granting certain users.
Tagging for forms and users (Standard plan+)
Using tags, you can group your forms, data and team in flexible ways to help you get and stay organised. You can also use tags to keep track of additional info about forms and users.
Tags are short descriptive labels or keywords that provide some type of meta information. They have no whitespaces or special characters - here are two examples: demo_tag and a_longer_tag.
By default, certain tags will be managed automatically - these so-called system tags are built-in so you don't need to add them manually. Forms are tagged with their current status (draft, published, closed) and team members are tagged with their user type (e.g. administrator or data_collector).
If you're subscribed to the Standard plan (or above), you can also create your own custom tags. Custom tags can be used to group forms and people to reflect how your organisation is structured. Tags are flexible because you can add as many as you like (to group the same form into multiple "folders").
Form tags allow you to group and manage forms within a workspace. You can then filter forms on the dashboard by one or more tags (e.g. to show all published forms for a particular project, or linked to a specific programme or donor). You can easily save the filter as the default "view" so any time you return to the dashboard, the filter will be auto-applied. We've also added new bulk actions to the dashboard allowing you to move, tag and delete multiple forms at once.
User tags allow you to group and manage team members within a workspace. You can filter users by one or more tags (e.g. to communicate with a specific field team, assign a form to a group of data collectors, or filter for data captured by users who match certain criteria). This dramatically speeds up bulk actions.
We've also updated the API to allow tags to be managed programmatically.
Sensitive fields (Premium plan+)
To comply with legislation like GDPR, it's important to be able to carefully control who has access to sensitive and personally identifiable information (PII). Our platform already allows for granular permissions control, and in this release we've taken this a step further.
We've introduced a way to flag specific fields as containing "sensitive" data and hide responses to these fields from all users - except Administrators, Account Owners and Workspace Managers. Workspace Users can be explicitly granted the new "View sensitive data" permission for the workspace if necessary. This ensures, that - even if you give a Workspace User access to view or edit data (e.g. for data cleaning or supervising field operations) - they won't be able to see data that you have marked as sensitive (e.g. names, ID numbers, health information - such as HIV status).
New ways to manage repeats
Up until now, if you enabled repeats for a group, the data collector was able to add as many instances as they wanted, one by one. In this release we have added the ability to set the number of repeats - either to a fixed value or based on another field in the form. This allows you to, for instance, set the number of repeats based on the number of household members captured earlier in the form.
Increased storage limits
All paid plans will be receiving a massive boost to their storage limits - at no additional cost. Expansion packs will also include additional storage.
|Plan||Old storage limit||New storage limit|
The Account Owner can see a breakdown of storage utilisation by workspace from the Account Overview. This will also display storage utilisation by captured response data, captured media (images, audio, etc) and resources uploaded to the workspace resource library.
Search across workspaces
Looking for a specific form but can't remember which workspace it's in? You can now easily search for a form across all the workspaces that you have access to. You can also filter search results by tags (useful to see all forms for a particular donor across all workspaces for example). You can access the search screen by clicking on the search icon from the quick-switch menu.