Creating a new OpenBioMaps project

An authorised member of an existing OpenBioMaps project can create a new database project using the Founding new project form.

The new project is independent of the project from which it is created. The founder becomes its initial owner and, until other users are invited, its only member.

Before creating a project

Before completing the form, please consider the following:

  • the purpose and scope of the project;

  • the information that the project will manage;

  • the required database tables and relationships;

  • who should be able to view, submit, and modify data;

  • whether any personal or sensitive biodiversity data will be processed; and

  • the people responsible for project administration and data management.

For guidance on planning the data structure and governance of a project, see:

Completing the project-creation form

The form requests the following settings.

Project identifier

Enter a unique, short identifier for the project. This identifier is used in the project URL and can also be used as a prefix or identifier in the project’s database configuration.

Use a short name consisting of lowercase letters, numbers, and underscores. Avoid spaces, accented characters, punctuation, and quoted SQL identifiers. Choose the identifier carefully because changing it after the project has been created can affect URLs, database objects, configuration files, API clients, and external integrations - so it is almost impossible.

Project title

Enter a short, descriptive title for the project. This title appears in the project header and other user-facing locations.

The title can be translated after the project has been created. Keep it concise; two or three words are often sufficient, although a longer title can be used where needed for clarity.

For information about project descriptions and translations, see:

Project description

Enter a detailed description of the project and its purpose. The description should help prospective contributors and data users understand:

  • what the project collects;

  • its geographical, temporal, and taxonomic scope;

  • the organisations or people responsible for it;

  • how the data are intended to be used; and

  • where users can obtain further information.

The description can be updated after the project has been created.

Default data access

Select the initial rules for viewing and modifying project data. These settings determine the project’s default access level.

A closed or group-restricted project can define more detailed row- and column-level access rules after creation. The default settings can also be changed later, but changes must be tested carefully to ensure that they do not expose restricted data or prevent authorised users from accessing it.

For a description of the available access controls, see Data access.

Initial map centre

Specify the initial centre of the project’s map. This setting determines the area shown when users first open the map page.

The map centre can be changed later through the map-related administration interface.

Map coordinate reference system

Specify the spatial reference identifier (SRID) used by the project’s base map. The default is EPSG:4326 (WGS 84). Spatial reference systems can be looked up at https://spatialreference.org/.

Use a different SRID only when the project has a clear technical requirement for it and all relevant components support it. The configured reference system must be compatible with the project’s spatial data, OpenLayers configuration, MapServer layers, query templates, exports, and external clients.

Changing an SRID does not necessarily transform existing coordinates. Assigning an incorrect SRID can place geometries in the wrong location or make spatial queries invalid.

For related configuration information, see Map settings.

Creating the project

After the form has been completed and submitted, OpenBioMaps creates the project with an experimental status. This status informs users that the project structure and configuration are still being developed; it does not by itself prevent the project from operating.

During project creation, the system creates the required configuration and database objects. When the process finishes, it displays a message containing the name and password of the project’s SQL administrator.

Store these credentials in an approved password manager or another secure location. Do not send them through unencrypted email, include them in documentation, or commit them to a source-code repository. The SQL administrator can modify or delete project data and database objects.

The founder can access the new project using the same OpenBioMaps username and password used in the original project. SQL administrator credentials are separate from the founder’s web-application credentials and should be used only for database-administration tasks that require them.

Initial database structure

When the project is created, OpenBioMaps creates an initial project data table containing the system columns required by that OpenBioMaps version. The initial table can then be extended with project-specific columns, and additional tables or views can be registered through the administration interface.

Do not delete or rename system columns merely because they appear unused. Upload processing, access rules, history, attachments, modules, or external clients may depend on them.

For technical details, see:

Configuring the new project

A newly created project requires additional configuration before routine data collection or public use begins.

A typical setup process includes the following steps:

  1. Define the data model.

    Add the required columns to the initial data table and create or register any additional tables, views, relationships, constraints, indexes, and metadata.

    See Database tables and columns.

  2. Configure access rules and groups.

    Create the required user groups and verify project-, row-, and column-level access using representative user accounts.

    See Data access and Groups.

  3. Create upload forms.

    Define separate forms for the required web, file-upload, API, or mobile workflows. Configure obligatory fields, validation, defaults, access assignments, and published form versions.

    See Upload form management.

  4. Configure SQL query templates.

    Create the query templates used by textual queries and spatial map layers. Include the required access-control and module placeholders.

    See SQL query settings.

  5. Configure the map interface.

    Define the initial map view, base maps, overlay layers, MapServer configuration, coordinate reference systems, styles, and connections between map layers and query templates.

    See Map settings.

  6. Enable and configure modules.

    Install or enable only the modules required by the project. Common query and visualisation modules can include text_filter, identify_points, results_asStable, results_buttons, and results_summary, depending on the OpenBioMaps version and project requirements.

    See Modules.

  7. Configure supporting workflows.

    Where required, configure history, access-rule and taxonomic triggers, message templates, background jobs, attachment handling, translations, and external integrations.

    See Functions and Background jobs.

  8. Add project information and governance documents.

    Review the project title and description, responsible organisations, contact information, data policy, privacy information, licences, attribution requirements, and terms of use.

    See Data policy.

  9. Test the complete workflow.

    Submit representative records through every supported client. Test valid and invalid values, attachments, geometries, interrupted uploads, validation, history, access restrictions, queries, maps, API responses, exports, and deletion or correction procedures.

  10. Prepare backups and monitoring.

    Confirm that the database, attachments, configuration, modules, jobs, and map settings are covered by the intended backup procedure. Test restoration before making commitments about recoverability.

Pre-release checklist

Before inviting routine contributors or making the project public, verify that:

  • the data model represents the intended collection methodology;

  • every table and column has meaningful metadata;

  • upload forms use the intended published versions;

  • validation is enforced on the server where required;

  • public and restricted access have been tested independently;

  • sensitive locations and personal data receive the intended protection;

  • map and textual queries return consistent records;

  • downloads and API responses contain only authorised fields;

  • licences, attribution, and citation guidance are available;

  • administrators and data stewards have clearly assigned responsibilities;

  • background jobs and notifications have been tested;

  • generated files and interrupted uploads have a cleanup procedure;

  • server and project logs can be inspected by authorised administrators;

  • backups include all promised data and files; and

  • a restoration test has been completed successfully.

Keep the project in an experimental or testing state until the structure, access model, data-entry workflows, and recovery procedure have been validated.