The Projects menu item is accessible to administrators only and opens the project management dialog. From there you can create a new project, edit an existing project, or archive a project.

Creating a New Project

New projects can be created in either German or English. The language must be set when the project is created and cannot be changed afterward. When switching to an English project, the iPROT interface also switches to English. All interface elements are then available in English.

Projects are defined by a project name and a project short code. Both the name and the short code can be changed at any time. The short code must however be unique.

You can also specify whether the new project should be created in restricted mode. This restricted mode ensures enhanced data privacy during iPROT operation. When the toggle in the Restricted column is enabled, only persons assigned to the project are displayed in all selection dialogs for that project. A person is considered assigned to the project if they have previously appeared on a mailing list for a set of minutes in that project, or have been entered as responsible for a task.

NOTE
When restricted mode is enabled, only persons already assigned to the project can be added to the mailing list of a set of minutes or selected as responsible persons in entries. We therefore recommend that you first assign all required persons to the project when creating the mailing list for the first set of minutes, and only then activate restricted mode for the project in the project management dialog.

Using an Existing Project as a Template

When creating a new project, you can use an existing project as a template. To do so, click the New Project tab in the project management dialog and enable the Use Existing Project as Template setting directly below the input fields where you enter the name and short code for the new project.

You can then select an existing project as the source template. You can then specify which data should be copied from the source project:

• Copy participant list for the first set of minutes: When this option is enabled, all persons from the participant list of the first set of minutes in each meeting type from the source project are copied to the new project.
• Copy topics for the first set of minutes: This option copies the topic lists from the first set of minutes of each meeting type in the source project to the new project. This gives you a ready-made topic list for each meeting type in your new project. The topic list can of course be adjusted and modified in the new project.
• Copy project settings: Enable this option to copy all project settings such as the chapter structure and PDF Design & Delivery to the new project. This means that project-specific logos and email texts for minutes delivery from the source project are also available in the new project. The copied settings can be modified in the new project at any time.
• Copy access permissions (read and write permissions): If you want to transfer the user permissions assigned in the source project – such as read or write permissions – to the new project, enable this option. The corresponding permissions will then automatically be available to iPROT users in the new project as well.
• Copy project-specific functions & roles: If specific functions and roles were assigned to certain users in the source project and are also needed in the new project, enabling this option copies those project-specific functions and roles to the new project.

The language and restricted mode for enhanced data privacy cannot be changed when copying from an existing project and are carried over from the source project accordingly.

Renaming & Archiving Projects

In the All Projects tab, you can rename or archive existing projects. Note that depending on your iPROT plan, the number of active projects may be limited. To make room for another active project in your iPROT account, you can archive an existing completed project.

For security reasons, projects are only deactivated when archived. A project can be manually reactivated at a later point if needed. To do so, send an email to support@iprot.eu.

NOTE
Archived projects are fully retained in the customer database and can be restored at any time via iPROT support. All links to attached files and PDF minutes continue to work as well. As a result, archiving projects has no impact on storage space usage.