Working with the Briefcase

This introduction article will help Technicians to understand and use the Briefcase feature in TeamDynamix. The user must have Work Management access, as well as proper permission for the Application containing the Briefcase feature (e.g., Project app, Portfolios, etc.).

Overview

The Briefcase lets project team members add and share files and folders. Specifically, the Briefcase allows files to be uploaded to relevant projects, portfolios, etc., without creating a ticket. By uploading to a project Briefcase, for example, it becomes obvious the file is related to said project.

Where to Find This

This feature appears in the Work Management interface.

TDAdmin is where the Briefcase feature is created and configured, and Work Management is where Technicians use the Briefcase to access cloud storage sites.

Using the Briefcase

Default Folders

Each project Briefcase comes with three default folders:

1. My Checked Out File
2. My Files
3. My Recent Files

When accessing a Briefcase, the My Files folder will open by default.

Adding Files to the Briefcase

To add files to the notifications:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. In the left subnavigation, click Briefcase.
4. In the Folders list, click the title of the folder in which you’d like to add a file.
5. Click New in the Briefcase toolbar and select the source from which the file will be added.
6. In the Add File window, click Browse to locate and select the file.
7. Fill in the Description, Comments, and Notification fields if desired.
8. Click the Upload button in the Add File window.

Updating Files Using Check In and Check Out

When you want to upload an updated version of a file, check it out to prevent other users from making changes. This ensures that project members cannot overwrite each other’s work or become confused by multiple versions of a document. Then you can upload an updated copy of the file and check it in.

Checking in a file adds it to the Briefcase as a new version. The file's location will not change; only the name (possibly) and version number may change. Users will be able to download the new version and view all previous versions in the Revisions tab.

Undoing a check-out will leave the previous version of the document in the Briefcase rather than adding your new version as a new revision.

To upload a new version of a file:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. In the left subnavigation, click Briefcase.
4. In the Folders list, click the title of the folder that contains the file you’d like to check out.
5. Click the file name.
6. In the File Details window, click the Actions button and select Check Out from the dropdown.
   • Other users will see that the file is checked out, and they cannot add a new version until you either check it in or undo your checkout.
7. Make the updates to the file.
8. When the updated file is ready, return to the File Details window.
9. Click the Actions button and select Check In.
10. In the Check In File window, select the updated file.
11. To send a message about the update to project members, add them to the Select Users to Notify Field.
12. Add a Description if desired and click the Upload button.
13. Close the check-in details page.

In the File Detail window, the file status will now display as Available.

Copying Files

To copy a file from one project's Briefcase folder to another:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. In the left subnavigation, click Briefcase.
4. In the Folders list, click the title of the folder that contains the file you’d like to copy.
5. Click the title of the file you’d like to copy.
6. In the File Detail window, the file's status will display as Available.
7. Click the Actions button and select Copy from the dropdown.
8. In the Select a Folder window, click the title of the folder to which you’d like the file to be copied.
9. Click the Select button in the toolbar.

The copied file will now be available in the selected folder.

Creating Folders

To create a new folder or sub-folder in the Briefcase:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. In the left subnavigation, click Briefcase.
   • To create a new folder, click the New button at the top of the Briefcase list and select Folder.
   • To create a sub-folder, click the folder in which you’d like to create the sub-folder, then click the New button at the top of the Briefcase list and select Folder from the dropdown.
4. Enter a title in the field, then press Enter.

Downloading Folders or Files to Your Computer

To download files or folders to your computer:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. In the left subnavigation, click Briefcase.
   1. To download folders from the Briefcase to your computer:
      1. In the Folders list, click the title of the folder you’d like to download.
      2. Click Download Folder in the Briefcase toolbar.
      3. Select the location in the popup.
   2. To download files from the Briefcase to your computer:
      1. In the Folders list, click the title of the folder that contains the file you’d like to download.
      2. Click the title of the file, then click Download in the toolbar.
      3. Select the location in the popup.

Forwarding Files

To forward files from the Briefcase to an email address:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. In the left subnavigation, click Briefcase.
4. In the Folders list, click the title of the folder that contains the file you’d like to forward.
5. Click the title of the file you’d like to forward.
6. Click the Actions button in the File Detail window and select Forward from the dropdown.
7. Enter the recipient’s name or email address, an optional message, and click the Send button.

Deleting Briefcase Files

To delete a file:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. In the left subnavigation, click Briefcase.
4. In the Folders list, click the title of the folder that contains the file you’d like to delete.
5. Click the title of the file you’d like to delete, then click the Actions button and select Delete from the dropdown.
6. Click OK in the confirmation popup.

Deleting Folders

To delete a folder and ALL of its contents:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. In the left subnavigation, click Briefcase.
4. In the Folders list, click the title of the folder you’d like to delete.
5. Click Folder Actions in the toolbar and select Delete Folder from the dropdown.
6. Click OK in the confirmation popup.

Closing A Project With Briefcase Files

If there are files in the project Briefcase that users will continue to need access to, please take action before closing the project:

1. In Work Management, navigate to View Applications, and select the Project application.
2. Click the appropriate Project in the left navigation.
3. On the Close Project page, click Go To Briefcase
4. On the Details page, click Actions and select Close.
5. On the Close Project page, click the Go To Briefcase link.
6. Select a Folder to view its files
7. Right-click a file, then select Details.
8. Click Actions > Add to File Cabinet.
9. Repeat steps 7 and 8 for all files/folders in the project that you wish to preserve in the File Cabinet.

Examples

Technicians can use the Briefcase to upload files and folders related to Applications within Work Management. This includes:

• Projects
• Portfolios