Working With Files And Folders

How to Attach a File

You can attach a file to a project and share the file with other project team members.

To attach a file to a project:

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu.
  3. Select Attach... from the File drop-down menu or, select List from the File drop-down menu and click  Attach File....

The Attach File section appears.

  1. Click Browse... to locate a file to attach. Navigate to the file, then click Open.
  2. Click Upload File.

The Attach File section updates with the file information.

  1. Enter an associated URL if one exists in the Associated URL field and enter any comments about the file in the Comments field. The URL is part of the metadata only; it does not refer to or restrict the location of the file. Use it to include a URL in the metadata — the description information — of your attached file.
  2. Select a file format or choose Auto-detect from the File Format drop-down list.
  3. Select View, Edit, or Full from the access privileges pull-down menu, then check the recipient(s) of the privileges. Refer to the FAQ: File Sharing and Privileges section for more info.
  4. Click Save File.

 

How to Attach a Remote File

You can attach a remote file to a project and share the file with other project team members.

To attach a remote file to a project:

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu.
  3. Select Attach Remote... from the File drop-down menu or, select List from the File drop-down menu and click  Attach Remote File....

The Attach Remote File section appears.

  1. Enter the details of the remote file and click Upload URL.

 

How to Delete a File

You can delete files you've attached to a project, or files you've been given the privilege to delete.

To delete a file from a project:

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the file you would like to delete in the Folders & Files List.
  4. Click Delete File to delete the file.
  5. Click OK to confirm the deletion.

 

How to Email Multiple Files to a Project

You can load multiple files, as email attachments, into a project in one email action.

To email multiple files:

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu.
  3. Select List from the File drop-down menu.

The Folders & Files List page appears.

  1. Click the Email icon .
  2. Your default email application opens.
  3. Attach the required email files and send the email.

The attached files are sent to the members of the project.

 

How to Edit File Metadata

You can edit the information describing a file you've attached to a project.

To edit file metadata:

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the file you would like to edit in the Folders & Files List.
  4. To edit the file metadata, click Edit File Info.
  5. Make any required changes and click Update.

 

How to Move a File

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the file you would like to move in the Folders & Files List.
  4. Click Move File....
  5. Select the destination folder for the file. (don't see another location? You may need to Create a Folder)
  6. Click Complete Move to confirm the file move.

 

How to Search for Files by Content

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the Find Files tab.
  4. Enter information in the Keyword(s) field and click Find.
  5. Files containing the search information appear in the Matching item(s) section. Click an item to select the file.

Note: Find Files searches the contents of the files for matches only. It does not search file names or descriptions.

 

How to Share Files and Assign Privileges

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the file you would like to share in the Folders & Files List.
  4. Click Sharing to edit the file sharing information.
  5. Check the teams or users you would like to share the file with.
  6. Select Edit, View, or Full from the Access drop-down list beside the teams or individuals you have checked.
  7. Click Update.

Note: File sharing privileges may be restricted by the containing folder(s). Be certain the containing folder(s) are shared to share folder contents.

 

How to Add a File Version

To add a file version:

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the file you would like to add a version to in the Folders & Files List.
  4. Click Add Version... to add a new version of the file.
  5. Click Browse... to locate the new version, then click Open.
  6. Click Upload File.
  7. Enter any version comments and click Save Version.

 

Working with Folders

The following topics are covered in this section:

  • FAQ: Folder Sharing, Privileges and Path Discovery
  • How to Create a Folder
  • How to Delete a Folder
  • How to Edit Folder Metadata
  • How to Move a Folder
  • How to Share Folders and Assign Privileges

FAQ: Folder Sharing, Privileges and Path Discovery

You can create folders to better organize your files. You may also use folders to restrict file access to others in your workgroup.

Folders are only visible to those in your workgroup. Files in folders can be still be shared with suppliers.

What are the different folder sharing privileges?

  • Full: Gives the user full privilege to change the sharing privileges, delete and move the folder and its contents, and edit the metadata (Folder Title and Comments).
  • Edit: Can delete and move the folder and its contents, and can edit the metadata.
  • View: Can see the folder and its contents (if contents are shared).

Note: The folder owner cannot have privileges removed. The folder owner always maintains full privileges for the folder.


Why can't I edit the privileges for individuals?

You can edit the privileges for individuals. However, if you have a privilege set for a group of individuals, like Everyone or a Project Team, the privileges for that group are carried over to each individual. If you'd like the different group members to have different privileges, uncheck the group and edit the privileges individually.


What if I'm a buyer and I want to place a file in a folder I want to share with my suppliers?

Suppliers are unaffected by your folder view and restrictions. Share the file as you would with a supplier whether it's in a folder or not.

What if I share a folder but those on my Project Team I share it with can't see it?

Make sure the folder(s) containing the folder aren't restricted. Even though you can assign sharing to the individual folder it can be restricted by the folder sharing of its containing folder(s).

 

How to Create a Folder

You can create folders to organize your project files. Folder structures can be shared across the buyers on a project team, but cannot be shared outside of the buying team. Files stored within folders can be shared with all project team members. Folders can be created within other folders. Folders within other folders cannot be shared to members who cannot see the enclosing folder.

To create a new folder:

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Navigate to a folder location, then click Create Folder....
  4. Enter a folder Title and any description.
  5. Select View, Edit, or Full privileges, then select the Project Team or individual members to receive privileges.
  6. Click Save Folder.

 

How to Delete a Folder

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the folder you would like to delete in the Folders & Files List.
  4. Click Delete Folder.
  5. Click OK to confirm the deletion.

Note: When you delete a folder all of its contents are also deleted. You cannot recover deleted file or folder information.

 

How to Edit Folder Metadata

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the folder you would like to edit in the Folders & Files List.
  4. Click Edit Folder Info.
  5. Make your edits and click Update.

 

How to Move a Folder

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the folder you would like to move in the Folders & Files List.
  4. Click Move Folder... to move the folder and all its contents to another folder location.
  5. Select the new folder location and click Complete Move.

 

How to Share Folders and Assign Privileges

  1. Navigate to the Project Home page.
  2. Click Files in the Project Menu and select List from the File drop-down menu.
  3. Click the folder you would like to share in the Folders & Files List.
  4. Click Sharing to edit the folder sharing information.
  5. Select None, Edit, View, or Full next to the Project Team, or uncheck Project Team and select individual users.
  6. Check the teams or users you would like to share the folder with.
  7. Select Edit, View, or Full from the Access drop-down list beside the teams or individuals you have checked.
  8. Click Update.

Note: The folder hierarchy is only available to those on your Project Team. It is not visible to supplier project teams.

Files within restricted folders will carry the same restrictions to the Project Team. Folder hierarchy and restrictions do not affect supplier project team visibility. To restrict files from a suppler team, refer to How to Share Files and Assign Privileges.

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.