Working with Folders

Important Note: Users using the New File UI do not have this functionality

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.