Managing Projects in TerraFlow Data Engine

Learn how to create, configure, and manage projects in TerraFlow Data Engine including jobs, workflows, KML files, and project settings.

Time needed: 5-15 minutes depending on task complexity

Before you start:

  • Log in to TerraFlow Data Engine at https://app.terraflow.ca
  • Verify you have the correct privileges (most project management requires admin access)
  • Have project details ready (name, start point coordinates, workflows needed)
  • Understand your organization's project structure and naming conventions

Step 1: Understanding Project Management Components

TerraFlow Data Engine provides multiple tools for managing projects and their associated data.

Project Management Tools:

  • Jobs: Organize and filter collected data by contract, date, or business requirements
  • Workflows: Define what data types can be collected in the project
  • KML Files: Upload reference boundaries and asset information for field use
  • Surfaces: Configure surface mapping parameters (Surface Mapper only)
  • Map: View and analyze collected data
  • Import: Bring external data (shapefiles) into your project
  • Copy: Duplicate project structure to create new projects quickly
  • Edit: Modify project parameters and settings
  • Delete: Remove projects from active use (can be restored)

Organization Administrators have access to all project management functionality. All other users (Field Users and Office Users) can only access the Map function.

Step 2: Managing Jobs

Jobs organize collected data into logical groups for filtering and analysis.

What are jobs? Jobs are filtering mechanisms that help you organize data by:

  • Contract or project phase
  • Collection date or date range
  • Crew or team
  • Geographic area
  • Any other business-specific requirement

Creating Jobs for Field Staff

  1. Open your project in Data Engine
  2. Click Jobs at the top of the project screen
  3. Click Add Job
  4. Enter job details:
    • Job name
  5. Click Save

Pre-creating jobs ensures field staff select the correct job for their work. This improves data organization and reporting.

Merging Jobs

Combine multiple jobs when they're no longer needed as separate entities:

  1. Navigate to the Jobs page
  2. Select the jobs you want to merge
  3. Click Merge
  4. Choose which job will be the primary (data from other jobs will be moved here)
  5. Confirm the merge

Merging is useful when jobs were created too granularly or project scope changed.

Deleting Jobs

Remove jobs that are no longer needed:

  1. Navigate to the Jobs page
  2. Locate the job you want to delete
  3. Click Delete for that job
  4. Confirm the deletion

Deleting a job may affect data organization. Ensure data has been exported or is no longer needed before deleting.

Step 3: Managing Workflows

Workflows define what types of assets and data can be collected in your project.

What are workflows? Workflows determine:

  • Available asset types (poles, valves, pipes, etc.)
  • Data collection forms and fields

Adding or Modifying Workflows

  1. Open your project in Data Engine
  2. Click Workflows
  3. To add a workflow:
    • Click Add Workflow
    • Configure asset types and attributes
    • Click Submit
  4. To modify a workflow:
    • Click the workflow you want to edit
    • Make your changes
    • Click Submit

CRITICAL LIMITATION: If data has already been collected in a project, you cannot change the workflow as it could require data manipulation and cause inconsistencies. Plan workflows carefully during project setup. Contact support@terraflow.ca if changes to a workflow with data need to be made.

Deleting Workflows

  1. Navigate to Workflows
  2. Select the workflow you want to remove
  3. Click Delete
  4. Confirm the deletion

Only delete workflows that haven't been used for data collection or that are no longer needed.

Step 4: Uploading KML Files

Upload reference files that field staff can view on their mobile devices.

Common KML file uses:

  • Locate boundaries (define work areas)
  • Property boundaries (for radiation scanning or surveys)
  • Existing asset information (reference data)
  • Site plans or layout drawings
  • Restricted or hazard zones

Uploading KML Files

  1. Open your project in Data Engine
  2. Click KML Files
  3. Click Add KML File
  4. Click Upload File
  5. Select the KML file from your computer
  6. Enter a descriptive name for the file
  7. Click Submit

The KML files will be downloaded to Mapper products during Project Refresh and displayed on the map screen for field reference.

Step 5: Working with Surfaces (Surface Mapper Only)

Configure surface mapping parameters for Surface Mapper projects.

  1. Open your Surface Mapper project
  2. Click Surfaces
  3. Configure surface-specific settings

For detailed information about Surface Mapper configuration, see the Surface Mapper help documentation.

Step 6: Opening the Project Map

View and analyze your collected data on the interactive map.

  1. Open your project in Data Engine
  2. Click Map
  3. The project map opens showing:
    • Collected data points and features
    • Reference KML files
    • Base maps or aerial imagery
    • Analysis and reporting tools

All user roles have access to the Map function. See the Map section of help files for detailed instructions.

Step 7: Importing External Data

Bring data from other systems into your TerraFlow project.

Currently supported: Shapefiles

Importing Shapefiles

  1. Open your project in Data Engine
  2. Click Import
  3. Click Choose File or Browse
  4. Select your shapefile (zip file with all required files)
  5. Map shapefile attributes to TerraFlow fields
  6. Click Import

Ensure your shapefile coordinate system is Web Mercator. See the Import section of help files for detailed instructions.

Step 8: Copying a Project

Duplicate an existing project structure to quickly create new projects.

What gets copied:

  • Project definition
  • Start point coordinates
  • Workflows
  • Configuration settings

What does NOT get copied:

  • Collected data
  • Jobs
  • KML files
  • Surfaces

Copying a Project

  1. Open the project you want to copy
  2. Click Copy
  3. Enter a name for the new project
  4. Adjust any settings as needed
  5. Click Save or Create

Use Copy when you need multiple projects with the same workflow structure, such as different sites for the same client or contract.

Step 9: Editing Project Parameters

Modify basic project settings to optimize field operations and data management.

  1. Open your project in Data Engine
  2. Click Edit
  3. Adjust the following parameters:

Start Point

The initial map center point when Mapper products open the project:

  • Click the map to select a location

Set the start point to a central location in your project area for quick orientation.

Synchronized Data Retention

Define how many days synchronized data remains on mobile devices:

  • Enter number of days (e.g., 7, 14, 30)
  • Older data is automatically removed from devices during sync
  • Data remains in Data Engine indefinitely

Shorter retention periods save device storage. Longer periods keep more reference data available offline.

Output Map Size

Set the dimensions for exported map images:

  • Enter width and height in pixels
  • Larger sizes provide more detail but create bigger files
  • Typical range: 600x700 to 4096x3072

Adjust based on your intended use (screen viewing vs. printing).

  1. Click Save after making changes

Step 10: Deleting Projects

Remove projects from active use when they're complete or no longer needed.

  1. Open the project you want to delete
  2. Click Delete
  3. Confirm the deletion

What happens when you delete a project:

  • Project is removed from the active project list
  • Data is NOT deleted and remains in the system
  • Project can be un-deleted (restored) later
  • Reduces screen clutter in Mapper products
  • Prevents new data from being collected into the project

Restoring a Deleted Project

  1. Navigate to the Projects page
  2. Toggle on Show deleted projects or Include deleted
  3. Locate the deleted project
  4. Click Un-delete or Restore

Use deletion to archive completed projects while keeping data accessible. This keeps your active project list manageable.

Troubleshooting

Can't modify workflows?

  • Check if data has already been collected in the project
  • Workflows are locked once data collection begins to protect data integrity
  • Create a new project with the desired workflow if changes are essential
  • Contact support@terraflow.ca if you need to migrate data to a new workflow or make changes to a workflow with data in it

KML files not appearing on mobile devices?

  • Ensure the KML file uploaded successfully in Data Engine
  • Verify field devices have Refreshed Projects since the KML was uploaded
  • Try re-uploading the KML file
  • Ensure the file size isn't too large (very complex KML files may not display)

"Access denied" or can't see project management tools?

  • Verify you're logged in as an Organization Administrator
  • Collector Users and Editor Users only have access to the Map function
  • Contact your Organization Administrator to request elevated permissions
  • Check that you're in the correct project

Start point seems wrong on mobile devices?

  • Verify the latitude/longitude coordinates in Edit settings
  • Check that coordinates use the correct format (decimal degrees)
  • Ensure coordinates are within your project area
  • Try setting a new start point and re-syncing devices

Can't copy a project?

  • Ensure you're logged in as an Organization Administrator
  • Verify you have permission to create new projects
  • Contact support@terraflow.ca if the issue persists

Imported shapefile data appears in wrong location?

  • Verify shapefile coordinate system matches web Mercator
  • Check that the shapefile isn't corrupted
  • Re-export the shapefile from the source system in Web Mercator

Merged jobs but data looks wrong?

  • Job merging is permanent—ensure you selected the correct jobs
  • Check that data was combined into the intended primary job
  • Contact support@terraflow.ca if you need to undo a merge
  • Export data before merging as a backup

Synchronized data retention not working as expected?

  • Verify the number of days is set correctly in Edit settings
  • Ensure field devices are synchronizing regularly
  • Check device storage—full storage prevents new data downloads
  • Data retention only applies to synchronized data, not locally collected data

Tips for Success

  • Plan workflows carefully: You can't change workflows after data collection begins
  • Optimize workflows during setup: Work with TerraFlow support during initial project setup for best results
  • Pre-create jobs: Create jobs before field work to ensure consistent data organization
  • Meaningful job names: Use clear naming conventions (Client_Date_Area or Contract_Phase_Crew)
  • KML file optimization: Simplify complex KML files to ensure they display properly on mobile devices
  • Start point strategy: Set start points at centrally located, easily recognizable landmarks
  • Data retention balance: 14-30 days typically provides good reference data without excessive storage use
  • Archive completed projects: Delete finished projects to keep your active list clean and focused
  • Copy for consistency: Use Copy when creating similar projects to ensure workflow consistency
  • Regular backups: Export data periodically before major project management changes
  • Document your structure: Maintain notes about project organization, job purposes, and workflow designs
  • Coordinate with field staff: Communicate project structure and job selection to ensure proper data organization
  • Test before deployment: Create test projects to verify workflows and settings before field use

Related Articles

  • Creating a New Project
  • Understanding Workflows and Data Collection Forms
  • Using the Project Map for Analysis
  • Importing Data from External Systems
  • Managing Jobs and Data Organization
  • Exporting Project Data
  • Understanding User Roles and Permissions
  • Surface Mapper Configuration Guide
  • KML File Preparation and Upload

Need more help? Contact TerraFlow Support at support@terraflow.ca