This page is under development. We're still writing it and some details may be missing or inaccurate. If something doesn't match what you see in Cartographer, please let us know.
Preview feature. Moving and copying surveys is currently in preview. Please contact our Support team to enable it for your workspace.
Project Coordinators can move or copy surveys from one project to another project they coordinate. This is useful if:
- a survey was recorded in the wrong project;
- you want to split a project into several smaller projects, for example to share a subset of your data with a partner;
- you want to merge two projects together.
If you want to give surveys to somebody in another organization's workspace, see Transferring Data Between Workspaces instead.
Moving vs Copying
- Moving takes the surveys out of their current project and puts them in the destination project. They keep their history and web address.
- Copying leaves the original surveys where they are and creates independent copies in the destination project. The copies are not linked to the originals in any way: if somebody edits one, the change won't appear in the other.
Who Can Move and Copy Surveys?
You need to be a Project Coordinator in both the project you're moving surveys from and the project you're moving them to. Workspace Admins and Owners count as coordinators of every project in their workspace. See Roles and Permissions for more information on roles.
Team Coordinators, Project Approvers, and Surveyors can't move or copy surveys. If you coordinate the project the surveys are in but not the destination project, you can Transferring Data Between Workspaces to a coordinator of the destination project instead.
How to Move or Copy Surveys
1. Select the surveys
Go to the survey list for the project and survey type you want to move from. As a coordinator, you'll see a checkbox at the start of each row. Tick the surveys you want to move or copy, or tick the checkbox in the header row to select every survey that matches your current filters.
When you've selected some surveys, a yellow bar appears above the list telling you how many you've selected.
TODO INSERT SCREENSHOT: SURVEY LIST WITH SEVERAL ROWS TICKED AND THE YELLOW SELECTION BAR SHOWING
Each survey list only shows one type of survey. If you're moving River Condition Assessment data, remember to move the MoRPh River Type surveys as well as the MoRPh surveys. You'll need to do this in two goes, one from each survey list.
2. Choose Move/Copy
Click the Actions button in the yellow bar and choose Move/Copy.
TODO INSERT SCREENSHOT: THE ACTIONS MENU OPEN, SHOWING CHANGE STATUS, MOVE/COPY AND SEND
3. Choose where the surveys should go
In the window that appears:
- choose the Destination Project. The list only shows projects you coordinate. Projects that can't accept this type of survey are greyed out;
- choose whether to Move the surveys or Copy the surveys;
- leave Skip surveys that already exist in the destination project ticked unless you have a reason not to (see Duplicate Surveys below).
Click Next to continue.
TODO INSERT SCREENSHOT: THE MOVE/COPY SELECTED SURVEYS WINDOW, DESTINATION STEP
4. Choose teams (multi-team projects only)
If the destination project is divided into teams, you'll be asked which team each group of surveys should belong to. There is one row for each team in the source project, plus a row for surveys with no team. Any surveys you don't assign to a team will end up with no team.
TODO INSERT SCREENSHOT: THE TEAMS STEP
5. Confirm
Check the summary and click Start Transfer.
If the destination project is in a different workspace, you'll also be asked for a verification code. This is the code from your authenticator app, or, if you don't use multi-factor authentication, a one-time code we email to you.
TODO INSERT SCREENSHOT: THE CONFIRMATION STEP
6. Wait for the move or copy to finish
Cartographer moves or copies the surveys in the background, and shows a progress bar while it works. You can wait for it to finish or close the window: we'll email you when it's done.
TODO INSERT SCREENSHOT: THE PROGRESS STEP PART-WAY THROUGH, AND/OR THE COMPLETED MESSAGE
What Gets Moved or Copied?
Everything about each survey comes across, including the form data, photos and other attachments, the surveyor's name, the dates, and the publication status (an approved survey stays approved). The only things that change are:
- the project, which becomes the destination project;
- the team, which is whatever you chose in step 4;
- the survey type, in a few special cases where the destination project uses a closely related form. You can move or copy between MoRPh, MoRPh Pro, and MoRPh Canals surveys, and between River Type and River Type Pro surveys. All other survey types can only go to a project that uses the same survey type.
When you copy a survey, the copy gets a new web address and starts with a fresh edit history. When you move a survey, it keeps its web address and its full edit history.
TODO: CHECK WHAT HAPPENS TO MOVED SURVEYS IN THE MOBILE APP (WE BELIEVE THEY DISAPPEAR FROM THE OLD PROJECT AND APPEAR IN THE NEW ONE ON THE NEXT SYNC).
Duplicate Surveys
By default Cartographer skips any survey that exactly matches a survey that's already in the destination project. This lets you move or copy overlapping sets of surveys without ending up with duplicates.
A survey only counts as a duplicate if its content is exactly the same. If one of the two surveys has been edited since it was copied, they no longer count as duplicates.
If you move a survey and an identical survey already exists in the destination project, the survey you're moving is removed from the source project and not added to the destination project, because the destination already has a copy.
The summary at the end tells you how many surveys were skipped.
Checking Progress
Every move or copy is recorded on the Transfers tab of the project's settings page. Choose Surveys to see every move, copy, send, and receive into and out of the project. Click an entry to see its details and progress, or click View Surveys to see the surveys it included.
TODO INSERT SCREENSHOT: PROJECT SETTINGS > TRANSFERS > SURVEYS LIST
TODO INSERT SCREENSHOT: THE TRANSFER DETAIL PAGE
Moving or Copying Surveys to Another Workspace
If you're a Project Coordinator in projects in more than one workspace, the Destination Project list shows projects from all of them, grouped by workspace. This needs moving between workspaces to be enabled for the workspace the surveys are coming from, and you'll need to enter a verification code in step 5.
If you don't coordinate a project in the other workspace, Transferring Data Between Workspaces to somebody who does.
Frequently Asked Questions
I can't see the checkboxes on the survey list
You need to be a Project Coordinator in the project, and moving and copying needs to be enabled for your workspace. See the note at the top of this page.
The Move/Copy option is greyed out
Moving and copying hasn't been enabled for your workspace yet, or you aren't a coordinator of the project. Please contact our Support team.
The project I want isn't in the list, or is greyed out
The list only shows projects you coordinate. Projects that don't use a compatible survey type are greyed out.
Can I undo a move?
Yes: select the surveys in the destination project and move them back again. To undo a copy, delete the copies. TODO: CHECK THIS IS THE ADVICE WE WANT TO GIVE.
Is there a limit on how many surveys I can move?
No, but large transfers take longer. Cartographer will warn you before you move or copy more than 50 surveys at once, just to make sure you've selected what you meant to. TODO: CHECK WHETHER THE PROGRESS BADGES ON THE TRANSFER PAGES SAY "COPYING" EVEN FOR MOVES, AND EXPLAIN IF SO.