> For the complete documentation index, see [llms.txt](https://codifi-fdm.gitbook.io/codifi-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://codifi-fdm.gitbook.io/codifi-docs/frequently-asked-questions/project-managers.md).

# FAQ for Project Managers

Questions web admins and project managers actually ask. Skim or use search.

> Looking for something not here? See the [**main FAQ**](/codifi-docs/frequently-asked-questions/faq.md) or [**Known Issues**](/codifi-docs/known-issues-and-edge-cases/known-issues.md).

***

### How do I add a user to my Project?

**Short answer:** Open the Project → **Project Members** → invite by email. The user must already be in your tenant; if they aren't, an administrator needs to invite them to the tenant first.

**See:** [Project Members](/codifi-docs/cross-platform-features/project-members.md) · [Inviting Users to Codifi](/codifi-docs/getting-started/inviting-users-to-codifi.md)

***

### How do I add a map overlay so my field crews can see reference layers?

**Short answer:** **Map Setup & Offline Areas → Map Overlays → Add Map Overlay**. Upload a shapefile, GeoPackage, or GeoJSON. The overlay auto-downloads to crews' iPads with the next Project sync.

**See:** [Adding Map Overlays](/codifi-docs/web-app/map-setup-and-offline-areas/map-overlays/adding-map-overlays.md)

***

### How do I make a field auto-fill from another field?

**Short answer:** Use a **Ripple value formula**. Common patterns: total depth from soil-horizon thicknesses, area from length × width, parent-name inheritance into a child Record.

**See:** [Ripple — Value Formulas](/codifi-docs/cross-platform-features/ripple/value-formulas.md) · [Ripple Examples](/codifi-docs/cross-platform-features/ripple/examples.md)

***

### How do I hide a field unless another field has a value?

**Short answer:** Use a **Ripple visibility formula** on the field that should be conditionally shown.

**See:** [Conditional Visibility](/codifi-docs/cross-platform-features/conditional-visibility.md) · [Ripple — Visibility Formulas](/codifi-docs/cross-platform-features/ripple/visibility-formulas.md)

***

### What's the difference between a Project and a Project Template?

**Short answer:** A **Project Template** is the reusable blueprint — archetype tree, fields, Project-details schema, overlays. A **Project** is one instance created from that template. Each Project gets a deep-copied snapshot of the template; later library changes don't propagate to existing Projects.

***

### My field crew can't see a Project — what's wrong?

**Short answer:** Three usual causes: (1) they're not added to the Project, (2) they're signed in to the wrong tenant (e.g., Sandbox vs Projects), (3) the Project status isn't active. Check Project Members first.

***

### Can I rename a Project?

**Short answer:** Yes, but only via the Project Details "name" field — there is no separate Rename button. Edit the field and re-sync.

***

### How do I see what changed on a Project over time?

**Short answer:** Open the Project → **Project History**. You'll see who added, edited, or deleted Records, photos, and relationships, with timestamps.

***

### A Record on the map looks fine but appears under the wrong parent in the list.

**Short answer:** The map shows geometry; the list shows hierarchy. Map placement and parent-child links are independent. Use **Focus Lineage** to scope to one parent's family and reassign the misplaced Record via **Manage Relationships**.

***

### How do I export Project data as Shapefile / GeoPackage / GeoJSON?

**Short answer:** From the Project workspace, open the Exports menu and choose a format. As of v3.3, **Esri File Geodatabase (`.gdb`) is a native export**, so you no longer have to go out through GeoPackage and convert in ArcGIS Pro or QGIS.

**See:** [GIS Exports](/codifi-docs/web-app/gis-exports.md)

***

## New in v3.3

### My crew says a Project disappeared off their iPad after they updated.

**Short answer:** Nothing was lost and nobody was removed. In v3.3, Project membership and what's downloaded to a device are separate, and a device carries **up to ten Projects**. On first launch they were asked to choose which ten to keep; the rest were offloaded. They re-sync from the Projects screen in a few minutes.

**Why this exists:** storage on photo-heavy Projects was becoming a real problem for field iPads. Fewer Projects on a device also means faster startup, faster search, and less to sync.

**See:** [Managing Projects on Your Device](/codifi-docs/mobile-app/getting-in-the-field/managing-projects-on-your-device.md)

***

### Does the ten Project limit change how I assign work?

**Short answer:** No. **Membership is unlimited.** Add anyone to as many Projects as the work requires. The limit is only on how many are downloaded to one device at a time, and the crew member controls that themselves.

**See:** [Managing Projects on Your Device](/codifi-docs/mobile-app/getting-in-the-field/managing-projects-on-your-device.md) · [Project Members](/codifi-docs/cross-platform-features/project-members.md)

***

### Can a crew member lose data by offloading a Project?

**Short answer:** No. Offloading uploads anything unsynced first, and nothing leaves the device until the Cloud has confirmed it. It works offline too, so unsynced work stays on the device and goes up on the next connection.

**See:** [Managing Projects on Your Device](/codifi-docs/mobile-app/getting-in-the-field/managing-projects-on-your-device.md)

***

### With Nearby Sync, can one person with signal sync for the whole crew?

**Short answer:** No, and it's worth saying out loud at a tailgate meeting. Nearby Sync shares Records and photo **previews** between devices. Full resolution originals stay on the device that took them until **that** device reaches the Cloud.

**What to tell crews:** every iPad that took photos needs its own green cloud icon before the day is closed out.

**See:** [Nearby Sync](/codifi-docs/mobile-app/getting-in-the-field/nearby-sync.md)

***

### A Project is slow to open, or a crew is complaining about performance.

**Short answer:** Have them run **Consolidate** from the Project's gear menu. It rebuilds the local database and clears accumulated logs, takes a few minutes, and makes a noticeable difference on a Project that's been sitting untouched for a few weeks.

**Not the same as Offload or Free Up Space.** Consolidate keeps everything in place.

**See:** [Managing Projects on Your Device](/codifi-docs/mobile-app/getting-in-the-field/managing-projects-on-your-device.md)