How is Dashpivot structured?
Dashpivot is designed to help you organise your information in a hierarchical structure, using Project folders and Team folders, within your own workspace. It is very flexible, and can be configured in several ways, covered in this article with examples below.
Learn more about what a workspace is here & how it's structured.
If you are migrating your IMS/BMS into Dashpivot, you'll want to make use of the Template Library to standardise your form templates and achieve compliance across your organisation. To learn more about setting this up: click here.
Setting up your organisation's project and team folders:
In this video we cover how to setup project and team folders for any organisation, referencing examples of how this can be configured for both small and large companies.
The folder structure that suits your organisation the best, will depend on:
How many users you have
How many active projects you have at any given time
How long those projects take to complete
Generally speaking:
The more users you have, the more information you need to capture, and the more folders you'll need to setup to organise the information, and keep it relevant to the people who have access.
If you have a large volume of short projects (less than 2 weeks), you'll capture a small amount of information per project and are better off storing multiple projects worth of information in a single folder. You wont want to create a new folder each time you have a new project, as that will create excessive admin.
If you have a small volume of large projects (multi-month), you'll be capturing a lot more information. It's best to create one project folder per project, with one (or several) team folders within it.
Examples:
See below some examples for different company types:
One project folder, containing one team folder
This is the simplest setup in Dashpivot. You store all all your information in one team folder (eg. 'Site team'). Works best for small companies with a small number of users. There's little to no admin involved for configuring folders, since all your photos and forms go into the one team folder.
Small Projects
If you want to keep each projects information seperate, we recommend creating one project folder per project. And if you have a small number of users (less than 10) working on each project, stick with just one team folder for simplicity.
Large Projects
If you have a larger number of people working on each project (10+ users), you'll want to consider creating multiple team folders per project.
This should represent how people work as teams in the real world, so if 8 people are working in Zone 1, and 12 people in Zone 2, you should create a team folder for each zone accordingly. Then add 8 users in one, and 12 in the other. When each person logs in, they will only see the information contributed by their team, which is the most relevant.
Multi-region
One alternative to the previous structures, is to create a project folder per region, with team folders for each site/project. Works best for organisations where operations are split across multiple regions/offices.
Client Contracts
Another alternative is to create a project folder per client, with team folders for each site/project. Works best for companies that do a lot of work across multiple locations, with just a handful of clients.
Employee Folder
If you're planning to use Dashpivot for processes where you don't want employees to be able to see each others forms (eg. timesheets, leave forms, performance reviews), we recommend setting up a project folder called 'Employees' or similar, with one team folder per person.
Then add that person to that team folder (as a Team Member). When they login, they'll see only their name under the Employees Folder, and only be able to create forms within that folder. Everyone else wont be able to access the other people's forms.
