Sharing information - Why sharing is important

Sharing information is at the heart of Projectteam.com. Create documents and project forms within the system and then effortlessly share that information with other members of your team. Instead of throwing everything into one big bucket like other systems, selectively choose who gets what information. The following items can be shared:

• Form Documents (RFIs, submittals, punch lists, custom forms, etc.)
• Form Fields
• Folders
• Files 

Who can you share with?

• Users from your company that have been added to the project
• Users from other companies that your company has successfully connected with on the project
• Share Groups that have been setup by any company on the project
• Distribution Lists setup by your company
• Any email address (excluding personal email domains such as gmail, yahoo, hotmail, etc.) 

Choosing not to share information

When you create information but decide not to share it, then you are the only user that has access to that information. It's a great way to create drafts of information that you aren't ready to make public yet.

What happens when you do share?

Once you share information with other users, they have full access to that form, file, or folder and can then join you in collaborating on that information. Any action taken on your forms, files, or folders is tracked on the activity tab of that shared information.

Are there any special rules as it applies to Sharing?

• Sharing a Drawing Package auto shares all drawings linked to the package
• Sharing a Specification Package auto shares all Specifications linked to the package
• Sharing a Submittal Package auto shares all Submittals linked to the package
• Sharing a Revision auto shares all revisions for that document (e.g. Drawing 001 Rev 0 is shared, Drawing 001 Rev 1 and Rev 2 are auto shared with the same share rights)
• Sharing a Potential Change Order and linking that PCO to a Change Order shares the CO
• Sharing updates to a PCO linked to a CO auto updates the CO Shares the PCO has
• Sharing an Action Item that is associated with a form document, automatically shares that document to the same Users/Share Groups from which the Action Item is shared
• Starting a Workflow - When a workflow is started on a document as steps are progressed through that workflow, users are auto-shared the document if they are the 'Send To(For Action)' or 'Also Copy(For Information) user noted in that step.
• Reference Collections - A Reference Collection is a custom field added to any one given form that references another. When User or Share Group access to the Reference Collection and the document to which the Reference Collection resides match, any documents that are linked in the Reference Collection are automatically shared to those matched Users/Share Groups.

Helpful Screenshots