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FAQs on 'Projects'
FAQs on 'Projects'
Updated this week

Q1. Can I mark/remove multiple projects as favourite at a time?

A1. Yes, you can do this from the projects listing view. Select multiple projects and do a right-click, then choose the 'Mark As Favourite' / 'Remove As Favourite' option as needed.

Q2. Why can't I access some of the options in the project's 'Settings' screen?

A2. The role you belong to doesn't have the privilege of concerned project settings. You may contact your Asite administrator to request its access.


Q1. How can I delete an existing role?

A1. A role can only be deleted if no user, role, or organization was assigned to it ever. For a role that is/was assigned to any user, role, or organization, the role name is allowed to be edited. Also, the users, user groups, or organizations in such roles can be added or removed as and when required.

Q2. Why am I unable to manage roles for some/all of the existing users in my projects, even though I have the necessary role privileges?

A2. This can happen in projects that were cloned from project templates and have the inheritance option turned on.

To understand how to manage user roles and access in a project template, click here.

Click here for detailed help on how to break the inheritance of workspace objects if required.


Q1. How do the role privileges work if I assign multiple roles with similar or varying privileges to the same user?

A1. Such a user will get a combination of privileges based on each of the roles assigned to them.

Q2. Why am I unable to manage role privileges for some/all of the existing roles in my projects, even though I have necessary role privileges?

A2. This can happen in projects that were cloned from project templates and have the inheritance option turned on.

To understand how to manage role privileges in a project template, click here.

Click here for detailed help on how to break the inheritance of workspace objects if required.


Q1. How do the form permissions work if I assign multiple roles with similar or varying form permissions to the same user?

A1. Such a user will get a combination of form permissions based on each of the roles they are assigned to.

Q2. Why am I unable to manage form permissions for some/all of the existing roles in my projects, even though I have the necessary role privileges?

A2. This can happen in projects that were cloned from project templates and have the inheritance option turned on.

To understand how to manage form permissions in a project template, click here.

Click here for detailed help on how to break the inheritance of workspace objects if required.


Q1. I’ve proxied on behalf of a user but when I go to Switch Users, their name isn’t showing.

A1. You need to check that the required project is selected in the project filter where proxy access was assigned. If it still doesn't appear, check whether you are trying to get access outside of the start and end date defined while assigning proxy access.


Q1. What is the difference between 'Basic' and 'Custom' form templates?

A1. 'Basic' form templates are hard-coded and cannot be customized, while 'Custom' form templates can be completely customized as and when required.

Q2. Can we assign the same form template multiple times in the same project?

A2. Yes, you can assign the same form template multiple times in a project as required. Every form template added to the project should be configured with a unique AppBuilder FormID Code for quick identification and better management of project form templates.


Q1. I want to change the response type of a custom form to 'Multiple Response' but the radio button is disabled.

A1. To change the response type to 'Multiple Response', you need to publish the form template again. Select a template file (.xsn / .zip) file by clicking on the 'Choose File' button, and the option for 'Multiple Response' will be accessible to you.

Q2. Why am I unable to deactivate some/all of the form types in my projects, even though I have the necessary role privileges?

A2. This can happen in projects that were cloned from project templates and have the inheritance option turned on.

You need to find out the relevant project template from which that particular project was cloned and then deactivate concerned form types within that specific project template as required.

Click here for detailed help on how to break the inheritance of workspace objects if required.

Q3. How do I know if a project was cloned from a project template or not? If yes, how can I find out the name of the project template from which that project was cloned?

A3. The 'Type' column in the 'Projects' area displays whether the corresponding record is an 'Independent' project, a 'Cloned' project, or a 'Template' i.e. a project template.

In the case of a 'Cloned' project, you can see the 'Cloned From' column corresponding to that particular project in the projects listing screen displaying the template name from which it was cloned.

In case you don't see the required columns in the projects area, click here to understand how to customize columns.


Q1. Why am I unable to edit a form status or use the 'Deactivate' checkbox against the same?

A1. You can edit a form status or use the 'Deactivate' checkbox against the same, only if you have 'Admin' access on the same. You may contact your Asite administrator to request its access.

Q2. Why is a form status showing in italic font?

A2. All deactivated form statuses will appear in italic font when managing form statuses. To reactivate a form status, untick the 'Deactivate' option against the same and click 'Save'.

Q3. Why is the gear icon for status formatting showing color shades differently for different statuses?

A3. The color shades for statuses are determined based on whether the status is active/inactive and formatted / not formatted. Accordingly, the gear icon for a given status can contain various shades of grey or black colors.

Q4. Why am I unable to manage some/all of the existing form statuses in my projects, even though I have the necessary role privileges?

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You need to find out the relevant project template from which the concerned project was cloned and then manage form statuses within that specific project template as required.

Click here for detailed help on how to break the inheritance of workspace objects if required.

Q5. How do I know if a project was cloned from a project template or not? If yes, how can I find out the name of the project template from which that project was cloned?

A5. The 'Type' column in the 'Projects' area displays whether the corresponding record is an 'Independent' project, a 'Cloned' project, or a 'Template' i.e. a project template.

In the case of a 'Cloned' project, you can see the 'Cloned From' column corresponding to that particular project in the projects listing screen displaying the template name from which it was cloned.

In case you don't see the required columns in the projects area, click here to understand how to customize columns.


Q1. Why can't I edit a POI (purpose of issue) or use the 'Deactivate' checkbox against the same?

A1. You can edit a POI (purpose of issue) or use the 'Deactivate' checkbox against the same, only if you have 'Admin' access on the same. You may contact your Asite administrator to request its access.

Q2. Why is a POI showing in italic font?

A2. All deactivated POIs will show in italic font. To reactivate a purpose of issue, untick the 'Deactivate' option against the same and click 'Save'.

Q3. Why am I unable to manage some/all of the existing purpose of issues in my projects, even though I have necessary role privileges?

A3. This can happen in projects that were cloned from project templates and have the inheritance option turned on.

To understand how to manage POIs in any of your project templates, click here.

Click here for detailed help on how to break the inheritance of workspace objects if required.


Q1. Why can't I edit a file status or use the 'Deactivate' checkbox against the same?

A1. You can edit a file status or use the 'Deactivate' checkbox against the same, only if you have 'Admin' access on the same. You may contact your Asite administrator to request its access.

Q2. Why is a file status showing in italic font?

A2. All deactivated file statuses will show in italic font. To reactivate a file status, untick the 'Deactivate' option against the same and click 'Save'.

Q3. Why is the gear icon for status formatting showing color shades differently for different statuses?

A3. The color shades for statuses are determined based on whether the status is active/inactive and formatted / not formatted. Accordingly, the gear icon for a given status can contain various shades of grey or black colors.

Q4. Why am I unable to manage some/all of the existing file statuses in my projects, even though I have the necessary role privileges?

A4. This can happen in projects that were cloned from project templates and have the inheritance option turned on.

You need to find out the relevant project template from which that particular project was cloned and then manage file statuses within that specific project template as required.

Click here for detailed help on how to break the inheritance of workspace objects if required.

Q5. How do I know if a project was cloned from a project template or not? If yes, how can I find out the name of the project template from which that project was cloned?

A5. The 'Type' column in the 'Projects' area displays whether the corresponding record is an 'Independent' project, a 'Cloned' project, or a 'Template' i.e. a project template.

In the case of a 'Cloned' project, you can see the 'Cloned From' column corresponding to that particular project in the projects listing screen displaying the template name from which it was cloned.

In case you don't see the required columns in the 'Projects' area, click here to understand how to customize columns.


Q1. Why can't I edit a distribution group?

A1. You can edit a distribution group, only if you have 'Admin' access on the same. You may contact your Asite administrator to request its access.

Q2. Why am I unable to manage some/all of the existing distribution groups in my projects, even though I have the necessary role privileges?

A2. This can happen in projects that were cloned from project templates and have the inheritance option turned on.

To understand how to manage POIs in any of your project templates, click here.

Click here for detailed help on how to break the inheritance of workspace objects if required.


Q1. Why can't I add a holiday while viewing the working calendar?

A1. You can view the working calendar irrespective of the role you belong to. Based upon the privileges assigned in the role you belong to, you can add/edit a holiday in the working calendar directly while adding/editing a project.


Q1. Can I clone a project template in a way that changes made to it are not subsequently updated to the cloned project?

A1. You can clone a project template by specifying the objects that you want to clone and keep the inheritance option switched off. This will clone the structure only, without having any subsequent updates from the template.

Q2. How do I create a project from scratch without using a project template?


Q1. Why can't I define holidays for a past date in the working calendar?

A1. The primary purpose of a working calendar is to enable automatic calculation of the due date for any task distribution. This can be based on the number of days defined by the user in various scenarios, as applicable. A typical distribution task wouldn't be applicable for a past date, and hence defining holidays for past dates in the working calendar is not allowed.


Q1. Why can't I use the QR code functionality for files in MS Word or MS Excel format?

A1. The QR code functionality is currently supported for PDF file format only by default. If you want to use QR code functionality with other file formats, see Extended QR Code on Files.


Q1. Why can't I use the QR code functionality for files in MS Word or MS Excel format?

A1. The QR code functionality is currently supported for PDF file format only by default. If you want to use QR code functionality with other file formats, see Extended QR Code on Files.


Related to Edit a Project

Q1. Why can't I define holidays for a past date in the working calendar?

A1. The primary purpose of a working calendar is to enable automatic calculation of the due date for any task distribution. This can be based on the number of days defined by the user in various scenarios, as applicable. A typical distribution task wouldn't be applicable for a past date, and hence defining holidays for past dates in the working calendar is not allowed.

Q2. I see the 'Inheritance Option' tab while editing a project. How do I know the name of the project template from which this project was cloned?

A2. You can find this out from the 'Cloned From' column corresponding to that particular project in the projects listing screen. In case you don't see this column in the projects listing, add the same i.e. 'Cloned From' field from the available fields using the option for customizing columns.

Q3. Can I delete an existing project?

A3. No, a project cannot be deleted once created. Only the status of the project can be changed depending on your access. Click here to understand more about project statuses.


Q1. I see the 'Inheritance Option' tab while editing a project. How do I know the name of the project template from which this project was cloned?

A1. You can find this out from the 'Cloned From' column corresponding to that particular project in the projects listing screen. In case you don't see this column in the projects listing, add the same i.e. 'Cloned From' field from the available fields using the option for customizing columns.

Q2. My Project is cloned and inherited from a project template, and I need to change a folder configuration that is specific to my project. Is there a way to break inheritance on a folder without affecting other areas?

A2. No, breaking the inheritance of a folder will require breaking the inheritance of dependent objects which can include folder permissions, workflow definitions, workflow system tasks, etc...

However, if a change in folder configuration is specifically required on a project, it is suggested to create a new folder with the required configuration in that project so that it serves your purpose.

If a configuration is required in general for other projects as well, it is best to communicate to the relevant project manager about the general configuration and get it updated on related project templates directly so that all projects can benefit from it.


Q1. How can I publish an email to a project folder?

A1. You need to know the email address associated with the project folder to which you want to send/publish the email. Send an email to that email address and it will be automatically published in the concerned project folder if the mailbox is active.

Q2. Can I send an email to multiple project mailbox addresses at the same time?

A2. We currently don't support sending an email to multiple project mailbox addresses at the same time. However, you can always send separate emails to each project mailbox address as per mailbox configuration.

To ensure optimum utilization of available storage space as well as to avoid duplication of data, it is advisable not to save the same content at multiple project locations. To achieve your purpose when the same file or email content reference needs to be placed at multiple project locations, Asite gives you the option to link files from one project folder to another, within the same or other projects accessible to you. Click here to learn more.

Q3. How can I know that an email was sent by an external user?

A3. You can find the actual user who sent the email within the file content.

Q4. Why can't I change the email address of an existing project mailbox configuration?

A4. Once assigned, an email address cannot be changed for a particular configuration. You can deactivate the current configuration and create a new configuration with the required email address based on availability.

Q5. How can I identify that a file was published via mailbox?

A5. There is no clear or specific way to find out if a file was published via mailbox or not. If you have any relevant information available regarding the concerned files published via mailbox, you can use different options like search and filters within the 'Files' tab to help identify such files.


Q1. Why can't I change the email address of an existing project mailbox configuration?

A1. Once assigned, an email address cannot be changed for a particular configuration. You can deactivate the current configuration and create a new configuration with the required email address based on availability.


Next Collection: Add a Project


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