Project Files Display

This section provides information on the display and function of the Project Files area.

• Bread Crumb Trail - The main root of the File Management System is FILES. The Project Files folder resides under this root. Each folder and sub folder created under Project Files folder is presented in the bread crumb trail as the user drills down into those folder. The bread crumb trail can be used to navigate through folders as necessary by simply clicking on the desired folder link in the bread crumb trail.
• Columns
• Folder View - Displays the following columns 
• Subject - The name of the folder
• Name - Identifies the creator of the folder
• Date - Displays the date/time the folder was created
• Size - Viewing this column on the folder level displays the number of files within the displayed folder and any sub folder
• Shared To - Click on the Shared To drop down to display the users/groups the folder is shared to
• Files View - Viewing files within a folder displays the following columns 
• Subject - The following subject information applies 
  • File Type Icon
  • File Name
  • File Version tag - The original version of the file is version 1. For each version of the file that is uploaded, the version tag increments by that version number
• Name - The user name and company of the user who uploaded the file. The information in this column changes for each new version of the file that has been uploaded to the user name and company that uploaded the latest version of the file.
• Date - The date/time the attachment was uploaded. The information in this column changes for each new version of the file that has been uploaded/attached to the date/time that the latest version of the file was uploaded.
• Size - Defines the file size

Adding a folder

From within the project, click "Files" located on the main title bar.  In the file management area, click the "Add Folder " button at the top of the log. Enter the required folder name and then click "Create". Note that when entering a folder name, special characters <>:"\/|?* cannot be used.

Users can also add folders from the properties window of a parent folder. In the file management area, click the drop down arrow next to the parent folder you would like to add the folder to, and then select "Properties". From the parent folder properties window, scroll down to the "In this folder section" and then click the "Add Folder" button. At the "Create New Folder" window enter the folder name and then click "Create".

Drag and Drop - Folders can be added via Drag and Drop. This includes the ability to upload an entire folder structure as well. To upload a folder or an entire folder structure, select your desired parent folder to which the folder(s) should be added and drag it into the 'Drag and Drop' window of the parent folder properties. This process will create the folder under the selected parent folder and include sub folders. All share access currently applied to the parent folder will be propagated down to the folder and all sub folders that are being uploaded. When uploading folders only the folder(s) are uploaded. Files contained within those folders are not uploaded.

Sharing a folder

From within the project, click "Files" located on the main title bar.  In the file management area, click the drop down arrow next to the folder you would like to share and then click "Share". In the "Share this Document" window, select the appropriate user(s) and/or group(s) you would like to share the folder with. Alternately, click the 'Apply Distribution List' button.. Select the Distribution List to apply and click 'Done'. The users associated with the Distribution List will be listed with share access. To learn more about Distribution Lists, please see Help section Distribution Lists

Users may also share a folder from the folder properties window. Click the drop down arrow next to the folder you would like to share and then select "Properties". Click the "Share" button at the top of the window. In the "Share this Document" window, select the appropriate user(s) and/or group(s) you would like to share the folder to. 

Viewing user/group access to a folder

From within the project, click "Files" located on the main title bar.  In the file management area, click the drop down arrow next to the folder name and then select "Properties".  Navigate to the "Activity and Access" section. Users and groups who have access to this folder will be listed under this section.

Halting a folder

From within the project, click "Files" located on the main title bar.  In the file management area, click the drop down arrow next to the folder you would like to halt and then select "Properties". On the right hand panel, click the "Access" tab. Click the drop down next to the user or group you would like to halt access to and then click "Halt".

Removing a folder's halt status

From within the project, click "Files" located on the main title bar.  In the file management area, click the drop down arrow next to the folder you would like to unhalt and then select "Properties". On the right hand panel, click the "Access" tab. Click the drop down next to the user or group you would like to unhalt access to and then click "Unhalt".

Viewing halted folders

From within the project, click "Files" located on the main title bar.  In the file management area, click the drop down next to the folder name and then click "View Halted Files". All halted folders and files will be listed in this section.

Viewing a folder's "as of date/time"

From within the project, click "Files" located on the main title bar.  In the file management area, click the drop down arrow next to the folder name and click "Properties". Click the "..." button and then click "View as of date/time". Select the date and time that you would like to view the folder in. The folder is displayed as of that specified date/time.

Editing a folder's properties

To edit a folder, click the folder drop down choosing 'Properties'. Click 'Edit' to edit the folder name or description.

Deleting a folder

A folder can only be deleted if you have created it and it has not been shared. To delete a folder, click the folder drop down choosing 'Properties'. Click the '...' ellipses choosing 'Delete'. Click 'No Never mind' to cancel the delete process, or click 'Yes' to confirm delete. 

Folder Workflow

Workflow can be applied to a folder. When viewing the folder's properties, click the 'Start New Workflow' button on the workflow panel. For information on workflow, please see Help section Workflow

Download Folder Content

Quickly download a folder's content so that the contents of that folder can be provided to other team members working on the project. To download a folder's content, navigate to that folder and click the folder drop down. Select the 'Download Zip'. In the Explorer browse window, select the location for the download. The download will be zipped with the name of the folder you are downloading. Alternately, from the folder's properties, click the '... Download Zip' option. All content of the folder including any sub folders and files will be included in the 'folder name.zip' file.

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