Administrative Settings

The Admin Bar

The Admin Bar admin-bar appears at the top right of the KDManage screen.

This section introduces the Administrative Settings menu . Generally the items of this menu relate to, or have an effect on, multiple KDDart elements such as Experiments, Germplasm, Markers or Inventory.

Satisfying Dependencies

Data relationships within KDDart are hierarchical, hence data needs to be populated in a specific order to ensure it is available when needed to create other, ‘related’ elements.

The following list shows items of the Administrative Settings menu to illustrate the order of dependency and the diagram below provides a visual representation of data dependency:

  1. Organisations
  2. Contacts
  3. Types
  4. Device Registrations
  5. Barcode Configurations
  6. Projects
  7. Units
  8. Users
  9. Groups
  10. Factors
  11. Keywords
  12. Keyword Groups
  13. Workflows

Simplified hierarchical view of KDDart data dependencies (select to zoom)

Note: A user must have Group Administrator privileges to perform these administrative actions, otherwise actions will fail with the following error message:

Error message when an action requires group administrator privilege (select to zoom)


The Organisation Name defines an entity which may be an external or internal collaborating organisation. The text of the Organisation Name is easily updated after it has been entered.

The Add Organisation window (select to zoom)


Defines contacts for an organisation which may include KDDart system users, collaborators, material providers, etc.

Contacts within KDDart refer to those people who have a relevant role or responsibility in relationship to the data. For example a Site Manager needs to be entered as a Contact as they are required to be referenced when defining a Site, however they may not necessarily be a user who logs in to the KDDart system.

Prerequisite: The Organisation Name must already exist before Contacts can be added.

The following image illustrates the fields for Contacts. All fields except ‘Contact Location’ are mandatory. The map view, not illustrated, appears below the form and enables the selection of the contact’s geographic location.

The Add Contacts window (select to zoom)


Types are used as part of KDDart’s global vocabulary to support classification.

Each Type that is created must be assigned to a Class. The selection dropdown for Classes is illustrated in the following image:

Class selection list (select to zoom)

The following image of the Add Type form shows the fields required for adding a new Type. The Is Active field allows a Type to be enabled or disabled as required.

Setting a Type to Inactive removes the item from future selection lists, however the classification remains historically present for those records still referencing it.

The Add Type window where user defined 'Types' may be added (select to zoom)

Device Registrations

Devices with a role to play, such as measuring or capturing information, e.g. weather instruments, scales, soil monitors, etc. need to be registered in KDDart.

Device registration can assist with record keeping and accountability. This can later assist identifying and if necessary isolating the information or data that a specific instrument produced or assisted in producing.

For example, if a device was discovered to be needing recalibration, or providing questionable results it’s data can be isolated, either to ignore during analysis or to apply specific adjustment.

Devices belong to the Class: Device Register Devices are classified with a Device Type of Device Register Class and optionally may have a specific geographic location recorded.

The Register Device window (select to zoom)

Barcode Configurations

Barcode configuration can be created to define how barcodes are created for various applications.

After defining the entity, the target the field the new barcode will apply to may be selected:

The Register Device window (select to zoom)


Project entities can be created which are designed to help with progress and file tracking for various projects your organisation may be undertaking.

Project types care created via the Type page.

The Add Project window (select to zoom)


Units enable the custom definition of the units of measurement for Items, Traits and Trial Events.

Unit types are created via the Type page or can also be accessed via the quick link button threedots without leaving the Add Unit window.

The Add Unit window (select to zoom)


Users need to be assign to appropriate groups to provide them with their required level of access.

The Groups window (select to zoom)

Once a group is created, exisiting users can be added to the group and if needed, made an Administrator of that group.

To add a new Group follow these instructions:

Step Action
1 From the Administrative Settings menu select Groups.

Select the Add Group button, to display the Add Group window as illustrated next.

Add a new Group window (select to zoom)
3 Enter the required fields then select the Add button

To assign a user to a Group follow these instructions:

Step Action
1 From the Administrative Settings menu select Groups.

At the required Group Name select the Add add-btn button, to display the Add User to Group window.

Add a User to an existing Group window (select to zoom)
3 Enter the required fields then select the Add button.


An Administrator group user is able to create new users and assign them to the appropriate groups for their required access.

The following Permission Matrix table outlines what a user can perform with a selected permission setting when creating or updating the user.

Permission Matrix
Task Admin and a Manager Admin and NOT a Manager Manager User Guest
See all records regardless of the record permission Yes Yes No No No
Change record permission regardless of the permission Yes No No No No
Add and remove users, add and remove groups, add and remove users from a group and reset user password Yes No No No No
See their own records Yes Yes Yes Yes No
Update their own records Yes Yes Yes Yes No
Change permission of their own records Yes No Yes No No
Add and update types, design, breeding method etc. (vocabulary entities) Yes No Yes No No
See public records Yes Yes Yes Yes Yes

To add a new User follow these instructions:

Add New User
Step Action
1 From the Administrative Settings menu select Users.
2 Select the Add User button, to display the Add User window as illustrated next.

Enter the required fields.

Note: The Contact, User Type, Group must already exist. Refer to the Contacts page to create Contact, the Type page to create User Types and the Groups page to create Groups if not already existing.

4 Select the Add button to create the new user.
5 Proceed to Administrative Settings menu select Groups to assign the new user to appropriate Groups.
The Add User window (select to zoom)


Factors are custom fields that Administrators can add to different entities.

For example: an extra field for Trials can be added for organisation specific information requirements.

Note: Whilst an Administrator can create new Factors it is recommended that Factors are used sparingly are carefull consideration of the very rich KDDart schema.

To add a new Factor follow these instructions:

Step Action
1 Select the Administrative Settings menu button at top right then select Factor from the dropdown list.
2 Select the Add Factor button
3 Fill in the mandatory fields.

- Factor name must not have any spaces. - Factor Validation rule must be a valid Boolean Expression and Regular Expression

Once a Factor is successfully created, a new field will appear in the appropriate entity Add/Update windows.


Keywords can be attached to Trial Units and Specimens to assist grouping related entities together.

After a Keyword is created, it can be attached to Trial Units. See: Add Keyword to a Trial Unit.

The Keyword window (select to zoom)
Example of list of trials with specific keyword window (select to zoom)

Keyword Groups

When Keywords exist in KDDart they can be organised into Keyword Groups. A Keyword can exist in multiple Keyword Groups if required.

The following example show the Add Keyword Group window.

Add a Keyword Group window (select to zoom)

To add a new Keyword Group follow these instructions:

Step Action
1 Enter a name for the Keyword Group
2 Select the Keywords to be included or added to the group.
3 Drag the selected Keywords to add to the Keyword Group into the lower group window group.
4 Select the Add button.


KDDart provides a workflow structure which:

  • Enables documenting process steps or events that occur throughout parts of the trial/nursery lifecycle;
  • Are sharable across multiple trials/nurseries;
  • Cater for important activities e.g. soil preparation and conditioning before planting;
  • At conclusion of a trial or nursery a historical reference of activities undertaken is maintained.
  • Facilitates organisations developing their own applications, using the DAL API, to meet specific business requirements e.g. to move towards more automation, or email warnings and alerts of upcoming or overdue tasks.

The order of the following sections show the dependency order for using Workflows:

  1. Create a Workflow Type
  2. Create a Workflow
  3. Create the Workflow Definition
  4. Assign a Workflow to a Trial/Nursery

1. Create a Workflow Type

A Workflow Type provides a means to group workflows for different purposes. These maybe to associate workflows for Trials vs Nurseries, different crops, etc.

To add a new Workflow Type follow these instructions:

Step Action
1 Select the Administrative Settings menu button at top right then select Type from the dropdown list.
2 Select the Add Type button

At Class, select Workflow type.

Add the a new Class: Workflow Type (select to zoom)
4 Complete the mandatory fields.
5 Select the Add button to create the new Workflow Type.

2. Create Workflow

Once the required Workflow Type exists, the next step is to create the Workflow entity. To create the workflow:

Step Action
1 Select the Administrative Settings menu button at top right then select Workflow from the dropdown list.
2 Select the Add Workflow button.
3 Complete the required details, selecting a Workflow Type, then select the Add button to create the Workflow entity.
3 The new Workflow entity will now appear in the list of Workflows.

3. Create, Update, List Workflow Definitions

Workflow Definitions, essentially the Workflow Steps, can now be created add-btn or updated edit-btn or listed list-btn if already existing.

This helps define what steps are needed in a specific workflow.

To add definitions to the workflow:

Step Action
1 Select the Administrative Settings menu button at top right then select Workflow from the dropdown list to display the list of Workflows.
2 To add a new definition, on the row of the required Workflow, select the Add button add-btn. This will display the Add Step to ‘Workflow id’ button.
3 Enter the Step Name, Step Order and optional Step Note, then select the Add button.
4 Repeat as Step 3 as required.
5 Close the Add Step to ‘Workflow id’ window.

Note: Step order must be numerical. This defines what order this definition is in the workflow (i.e. Users must do step 1 before step 2).

4. Assign a Workflow to a Trial

At the Trial page, a workflow can be added to an existing trial or a new trial created with a workflow. Note: the workflow to be added has already been defined.

To add a workflow to a trial:

Step Action
1 From the main menu select Experiments then Trials to display the list of Trials.
2 At the required Trial select the Edit button edit-btn in the Actions column to display the Update Trial window.
3 At the Current Workflow field select a Workflow from the drop down list then select the Update button. Note: - This selection may also be completed when creating a new trial. - The Workflow choices in the drop down list are populated at the topic 2.Create Workflow above.
4 After the Workflow has been assigned to the Trial, the Add Workflow Step button add-wf-btn and List Workflow Steps button list-wf-btn will be visible. Click on the Add Workflow Step Button and fill in the mandatory detailes. Note: the Step Id is the Id shown in the Workflow Definition table, not the step number of the Workflow Definition.
5 After a Workflow Step has been added to a Trial, users may click the tick button okay-btn to mark the step as completed or the cross button delete-btn to mark the step as incomplete.