What do all the terms in the system mean?

This article gives detailed definitions of the key terminology used in the system.

Introduction

The system contains several key terms that first time users may be unfamiliar with. This articles provides definitions for each of these key terms, and in many cases provides examples and further information as to how these terms are used within the system.

Term Definition
Forms Forms comprise a set of questions that are used to capture details of photographs, videos, documents or any other useful set of information. For example a ‘Photograph' form may be designed to prompt the user to enter a caption for the photograph, the photographers name and the people that are shown in the photo.
Entries Entries are instances of completed forms. For example, a user may fill out and submit 10 photographs, 2 videos and 3 documents and 1 site management schedules. This would be 16 entries.
Relates Entries can be related to one another in different ways. A photograph entry may be directly linked or related to an entry describing the location and characteristics of a site. Alternatively, a photograph form may be designed to contain a question that asks for related sites. In this case the response to the question on the photo entry creates the relationship to the site.
Features In some instances entries may contain a geographic reference that defines the location and extent of the item being described. For example a 'Cultural Site' form may prompt the user to enter GPS coordinates. This location can be referred to as a feature when it is represented on a map.
User group User groups are lists of registered users. Administrators can define system wide 'User groups'. Standard users can create their own custom user groups that may be used to define families, clans, friends or siblings. Each user can be assigned to one or more user groups. Each user will be able to nominate user groups that can read and edit each feature or data entry form that they have added. If required, these user groups will not be given access to content (as defined by the user) unless it is approved by an administrator.
User Users are people that have an authorised login to use the system. Users will be able to register their details in order to get an authorised account. These registrants will not be able to access the system until an administrator approves the registration There are 4 types of users that will have access to the system.
  • Read-only users can view content other users have granted them access to
  • Standard users can add and edit content they have added. They may also be able to edit content users have granted them access to.
  • Data sharing approvers can do the above things, as well as authorise shared entries.
  • User account managers can do the above things, as well as administering user registrations and approvals.
  • Administrators can do the above things, as well as creating reports and designing new forms. They can also fix any problem entries.

For more information, see What are the different user roles within the system?
Geometries Points, lines and polygons are different geometries that can be drawn on the map to represent different types of entries in the landscape. Points may be used to represent cultural sites and a polygon may be used to represent a management unit or region. All geometries are made up of one or coordinate pairs, usually stored in longitude and latitude (as obtained from a GPS).
Encryption Data uploaded into the system can be encrypted (if desired) to avoid unauthorised users from accessing information directly from the server, which is useful if hosting the database on a local machine or intranet (as opposed to remotely via the internet).

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