kobotoolbox · salomegarnier · Jan 5, 2026 · Jan 5, 2026 · Jan 5, 2026 · Jan 5, 2026
diff --git a/source/archiving_projects.md b/source/archiving_projects.md
diff --git a/source/delete_project.md b/source/delete_project.md
diff --git a/source/images/kobotoolbox_interface/data.png b/source/images/kobotoolbox_interface/data.png
diff --git a/source/images/kobotoolbox_interface/form.png b/source/images/kobotoolbox_interface/form.png
diff --git a/source/images/kobotoolbox_interface/projects.png b/source/images/kobotoolbox_interface/projects.png
diff --git a/source/images/kobotoolbox_interface/settings.png b/source/images/kobotoolbox_interface/settings.png
diff --git a/source/images/kobotoolbox_interface/summary.png b/source/images/kobotoolbox_interface/summary.png
diff --git a/source/images/managing_projects/archive_home.png b/source/images/managing_projects/archive_home.png
diff --git a/source/images/managing_projects/archive_settings.png b/source/images/managing_projects/archive_settings.png
diff --git a/source/images/managing_projects/create.png b/source/images/managing_projects/create.png
diff --git a/source/images/managing_projects/delete_home.png b/source/images/managing_projects/delete_home.png
diff --git a/source/images/managing_projects/delete_settings.png b/source/images/managing_projects/delete_settings.png
diff --git a/source/index.rst b/source/index.rst
@@ -169,22 +169,19 @@ Search the knowledge base, browse our resources, and visit our forum for more de
   :caption: Managing Projects & Data
   :name: home-page-toc-managing-projects
 
-  project_summary
-  record_validation
-  delete_project
+  kobotoolbox_interface.md
+  managing_projects.md
+  viewing_validating_data.md
+  editing_deleting_data.md
   export_download
   advanced_export
   managing_repeat_groups
-  archiving_projects
   project_sharing_settings
   managing_permissions
-  export_gps
-  howto_edit_single_submissions
-  howto_edit_multiple_submissions
-  photo_download
+  managing_files_media.md
   deleting_media
-  getting_started_organization_feature
   activity_logs
+  getting_started_organization_feature
 
 .. raw:: html
 

diff --git a/source/kobotoolbox_interface.md b/source/kobotoolbox_interface.md
@@ -0,0 +1,80 @@
+# Overview of the KoboToolbox interface
+
+This article provides an overview of the KoboToolbox interface and explains how to navigate the main pages where you create forms, manage data, and configure project settings. It introduces the **Projects home page** and the four main pages within each project: **SUMMARY**, **FORM**, **DATA**, and **SETTINGS**.
+
+## Navigating the Projects home page
+When you sign in to your KoboToolbox account, you land on the **Projects home page**. The **Projects home page** displays all projects that you own or that have been shared with your account. From there, you can also access key features and account-level settings.
+
+The **Projects home page** includes the following:
+* A list of all projects owned by or shared with your account.
+* Access to the <i class="k-icon-library"></i> **Library** from the left side menu.
+* The **NEW** button to create a new project.
+* Tabs to view <i class="k-icon-deploy"></i> **Deployed**, <i class="k-icon-drafts"></i> **Draft**, or <i class="k-icon-archived"></i> **Archived** forms.
+* A <i class="k-icon-search"></i> **Search** bar to find projects in your project list.
+* A **profile icon** in the top right corner to access [account settings](https://support.kobotoolbox.org/account_settings.html), change the interface language, or log out of your account.
+
+<p class="note">
+  <strong>Note:</strong> From any page in your KoboToolbox account, click <i class="k-icon-help"></i> <strong>Help</strong> for quick links to the Help Center, Community Forum, KoboToolbox Academy, and to view in-app notifications. Click <i class="k-icon-logo-github"></i> <strong>Source</strong> to access the KoboToolbox source code.
+</p>
+
+![Projects](images/kobotoolbox_interface/projects.png)
+
+
+## Working within a project
+To open a project, click on its name in the **My Projects** table. Each project contains four main pages: **SUMMARY**, **FORM**, **DATA**, and **SETTINGS**.
+
+### SUMMARY page
+The **SUMMARY** page provides an overview of your project, including:
+* **Project information** such as the description, status, owner, and dates last modified and deployed.
+* **Submission statistics** for the past seven days, 31 days, three months, 12 months, and the total number of submissions.
+* **Quick links** to key project functionalities (e.g., edit or preview form).
+* **Sharing permissions** and users the project is shared with.
+
+![Summary](images/kobotoolbox_interface/summary.png)
+
+### FORM page
+The **FORM** page contains tools for building, updating, and deploying your project. It is divided into sections.
+
+In the **Current version** section, you can:
+* <i class="k-icon-view"></i> **Preview** the current form version.
+* <i class="k-icon-edit"></i> **Edit** the form in the [Formbuilder](https://support.kobotoolbox.org/formbuilder.html).
+* <i class="k-icon-replace"></i> **Replace** the form with an [XLSForm](https://support.kobotoolbox.org/getting_started_xlsform.html) or [template](https://support.kobotoolbox.org/question_library.html).
+* Open the <i class="k-icon-more"></i> **More actions** menu to download the XLSForm or XML file, [share the project](https://support.kobotoolbox.org/managing_permissions.html), clone the project, or create a template.
+* <i class="k-icon-language"></i> **Manage translations** for forms with [multiple languages](https://support.kobotoolbox.org/language_dashboard.html).
+* **DEPLOY** or **REDEPLOY** the form.
+
+In the **Form history** section, you can:
+* View past versions of the form and their deployment dates.
+* Clone previous form versions.
+
+In the **Collect data** section, you can:
+* Choose a [data collection method](https://support.kobotoolbox.org/data_through_webforms.html).
+* Click **Copy** to copy the link or **Open** to open the form in your browser.
+* Allow submissions [without requiring a username and password](https://support.kobotoolbox.org/project_sharing_settings.html#allowing-submissions-without-authentication).
+
+![Form](images/kobotoolbox_interface/form.png)
+
+### DATA page
+The **DATA** page provides access to all collected data and includes a data <i class="k-icon-table"></i> **Table**, custom <i class="k-icon-reports"></i> **Reports**, a photo <i class="k-icon-gallery"></i> **Gallery**, a <i class="k-icon-download"></i> **Download** tab to export data, and a <i class="k-icon-map-view"></i> **Map** view for GPS data.
+
+<p class="note">
+  To learn more about managing your data in KoboToolbox, see <a href="https://support.kobotoolbox.org/viewing_validating_data.html">Viewing and validating your data</a> and <a href="https://support.kobotoolbox.org/editing_deleting_data.html">Editing and deleting your data</a>. 
+</p>
+
+![Data](images/kobotoolbox_interface/data.png)
+
+
+### SETTINGS page
+The **SETTINGS** page contains configuration options for your project. It is divided into multiple tabs:
+* <i class="k-icon-settings"></i> **General:** Update the project name and description, [archive](https://support.kobotoolbox.org/glossary.html#archived-projects) or delete the project.
+* <i class="k-icon-gallery"></i> **Media:** Upload media files and [manage uploaded files](https://support.kobotoolbox.org/managing_files_media.html).
+* <i class="k-icon-user-share"></i> **Sharing:** Update [sharing permissions](https://support.kobotoolbox.org/managing_permissions.html) for other users.
+* <i class="k-icon-attach"></i> **Connect Projects:** Set up connections for [dynamic data attachments](https://support.kobotoolbox.org/dynamic_data_attachment.html).
+* <i class="k-icon-data-sync"></i> **REST Services:** Configure [REST services](https://support.kobotoolbox.org/rest_services.html) to automatically send submissions to third-party applications.
+* <i class="k-icon-document"></i> **Activity:** View and export the [project history logs](https://support.kobotoolbox.org/activity_logs.html#project-history-logs), including changes made by other users.
+
+![Settings](images/kobotoolbox_interface/settings.png)
+
+<p class="note">
+  To learn more about managing projects, see <a href="https://support.kobotoolbox.org/managing_projects.html">Managing projects in KoboToolbox</a>. 
+</p>
diff --git a/source/managing_permissions.md b/source/managing_permissions.md
@@ -33,7 +33,7 @@ The following permissions are available:
 | View submissions           | User can view submitted data.           |
 | Add submissions           | User can submit data using the form.         |
 | Edit submissions         | User can edit submitted data.           |
-| Validate submissions | User can [approve or reject](https://support.kobotoolbox.org/record_validation.html) submitted data. |
+| Validate submissions | User can [approve or reject](https://support.kobotoolbox.org/viewing_validating_data.html#validating-your-data) submitted data. |
 | Delete submissions         | User can delete submitted data.        |
 | Manage project      | User can do all of the above and manage project settings.                  |
 
@@ -99,7 +99,7 @@ To copy team permissions from another project:
 
 <details>
 <summary><strong>Tracking changes made by other users</strong></summary>
-KoboToolbox keeps <a href="https://support.kobotoolbox.org/activity_logs.html">Activity Logs</a> that show a complete timeline of account and project actions. <strong>Project History Logs</strong> record every modification inside a project—uploads, edits, deletions, and submissions—so you can trace changes, assign responsibility, and pinpoint when problems began.
+KoboToolbox keeps <a href="https://support.kobotoolbox.org/activity_logs.html">activity logs</a> that show a complete timeline of account and project actions. <strong>Project History Logs</strong> record every modification inside a project—uploads, edits, deletions, and submissions—so you can trace changes, assign responsibility, and pinpoint when problems began.
 </details>
 <br>
 <details>

diff --git a/source/managing_projects.md b/source/managing_projects.md
@@ -0,0 +1,94 @@
+# Managing projects in KoboToolbox
+
+A **project** in KoboToolbox corresponds to a form, its settings, and all data submitted to that form. Project management begins on the **Projects home page**, where you can view, sort, filter, and organize your projects. You can also create new projects, update existing ones, and manage how they are shared with collaborators.
+
+This article explains how to view and manage projects, create new projects, work with project settings and data, and archive or delete projects that are no longer in use.
+
+## Overview of existing projects
+The **Projects home page** lists all projects you own or that have been shared with you. The **My Projects** table displays key information such as project name, owner, status, and number of submissions.
+
+You can manage your projects using the tools in this page:
+* **Filter:** Click <i class="k-icon-filter"></i> **filter** to filter projects by name, description, status, owner, date last edited, date last modified, date last deployed, sector, countries, and languages.
+* **Select fields:** Click <i class="k-icon-spreadsheet"></i> **fields** to choose which fields are displayed in the **My Projects** table.
+* **Sort:** Click a column header to sort by that field.
+* **More actions:** Select the checkbox next to a project to take action on it.
+    * In the top right corner, you can <i class="k-icon-archived"></i> **archive** a project or update its <i class="k-icon-user-share"></i> **sharing permissions**.
+    * You can also <i class="k-icon-trash"></i> **delete** multiple projects at once.
+
+![Projects](images/kobotoolbox_interface/projects.png)
+
+## Creating a project
+To create a new project in KoboToolbox:
+1. Click **NEW** from the **Projects home page**.
+2. Choose one of the following options:
+    * <i class="k-icon-user-edit"></i> **Build from scratch** to create a form using the [Formbuilder](https://support.kobotoolbox.org/formbuilder.html).
+    * <i class="k-icon-user-template"></i> **Use a template** to select a form template from the [question library](https://support.kobotoolbox.org/question_library.html).
+    * <i class="k-icon-user-upload"></i> **Upload an XLSForm** to upload an existing [XLSForm](https://support.kobotoolbox.org/getting_started_xlsform.html).
+    * <i class="k-icon-link"></i> **Import an XLSForm via URL** to link to an XLSForm [stored online](https://support.kobotoolbox.org/xlsform_with_kobotoolbox.html#importing-an-xlsform-via-url).
+3. Create, test, and preview your form.
+4. Click **DEPLOY** from the **FORM** page of your project to make the form live for data collection.
+
+![Create](images/managing_projects/create.png)
+
+## Managing an existing project
+When you open a project, you can manage it through the tabs at the top of the page:
+* **SUMMARY:** Overview of the project metadata and submissions.
+* **FORM:** Edit the form, deploy changes, and copy the form link.
+* **DATA:** View submitted data in different formats, generate reports, and export data.
+* **SETTINGS:** Update project settings, including [sharing permissions](https://support.kobotoolbox.org/managing_permissions.html), [form media](https://support.kobotoolbox.org/managing_files_media.html), and general configuration.
+
+<p class="note">
+  To learn more about managing your data in KoboToolbox, see <a href="https://support.kobotoolbox.org/viewing_validating_data.html">Viewing and validating your data</a> and <a href="https://support.kobotoolbox.org/editing_deleting_data.html">Editing and deleting your data</a>. 
+</p>
+
+
+## Archiving and deleting projects
+As projects become outdated or no longer needed, you can remove them from active use by **archiving** or **deleting** them. Archiving stops new submissions while keeping the form and existing data available. Deleting permanently removes the project and all of its data from your account. 
+
+<p class="note">
+  <strong>Note:</strong> Because deleted projects cannot be recovered, delete a project only when you are certain that neither the form nor its data will be needed. Before deleting a project, we recommend <a href="https://support.kobotoolbox.org/xlsform_with_kobotoolbox.html#downloading-an-xlsform-from-kobotoolbox">downloading the form</a> as an XLSForm and <a href="https://support.kobotoolbox.org/export_download.html">exporting</a> all project data.
+</p>
+
+### Archiving projects
+Archiving is recommended for forms that should no longer accept submissions but need to remain available for reference.
+
+There are two ways to archive a project. To archive a project from the **Projects home page**:
+1. In the **Projects home page**, select the project checkbox.
+2. Click <i class="k-icon-archived"></i> **Archive project** in the top right corner.
+3. You will be asked to confirm that your form will not accept submissions while it is archived. Click **ARCHIVE** to confirm.
+
+![Archive](images/managing_projects/archive_home.png)
+
+To archive a project from the project **SETTINGS**:
+1. Open the project and go to the **SETTINGS** page.
+2. In the <i class="k-icon-settings"></i> **General** tab, click **Archive Project**.
+3. You will be asked to confirm that your form will not accept submissions while it is archived. Click **ARCHIVE** to confirm.
+
+![Archive](images/managing_projects/archive_settings.png)
+
+To unarchive a project, follow the same steps and click **Unarchive Project**.
+
+### Deleting projects
+Deleting a project permanently removes the form and all associated data. This action cannot be reversed.
+
+There are two ways to delete a project. To delete a project from the **Projects home page**:
+1. In the **Projects home page**, select the checkbox next to the project.
+2. Click <i class="k-icon-trash"></i> **Delete 1 project** in the top right corner.
+3. A confirmation dialog will require you to acknowledge the following:
+    * You are about to permanently delete this form.
+    * All data gathered for this form will be deleted.
+    * The form associated with this project will be deleted.
+
+![Delete](images/managing_projects/delete_home.png)
+
+To delete a project from the project **SETTINGS**:
+1. Open the project and go to the **SETTINGS** page.
+2. In the <i class="k-icon-settings"></i> **General** tab, click **Delete Project and Data**.
+3. A confirmation dialog will require you to acknowledge the following:
+    * You are about to permanently delete this form.
+    * All data gathered for this form will be deleted.
+    * The form associated with this project will be deleted.
+
+![Delete](images/managing_projects/delete_settings.png)
+
+
diff --git a/source/project_summary.md b/source/project_summary.md