Working with the File Cabinet

This how-to article will help project managers and team members add files using the Projects application in Work Management. The user must have application access to the File Cabinet to move files to it via a Project application.

Overview

The File Cabinet application allows users to post and access files cataloged in a File database. The File Cabinet application can be used alongside the Projects application, where briefcase files can be added. Files cannot be added directly to the File Cabinet; they can only be added through a project briefcase.

Once added to the File Cabinet, files can be viewed by anyone with access to it, regardless of whether they're assigned to a given project.

Files can be viewed even after projects are deactivated and/or closed. The File Cabinet is often used as a permanent repository for files, whereas the project's Briefcase is temporary.

If a document workflow on a project is in progress, then the file cannot be added to the File Cabinet until the document workflow is completed.

Adding a File to the File Cabinet

Once a file is added from the briefcase to the File Cabinet, the file will show up in the File Cabinet, under My Most Recent Files Submitted and in the search results.

To add a file to the File Cabinet:

  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. Navigate to the file from the folders or use the Search in the toolbar.
  5. Click the file name in the list.
  6. In the File Details window, click the Actions button and select Add to File Cabinet.
  7. In the Add File to File Cabinet window, enter any attributes for the file.
    • These attributes are specified by an administrator in TDAdmin.
  8. Click the Save.

Downloading a File

If you have access to the File Cabinet application, you can download any files that have been added.

To download a file from the File Cabinet:

  1. In Work Management, navigate to View Applications, and select the File Cabinet application.
  2. Navigate to the file from the left navigation or use the Search.
  3. Click the file name in the list.
  4. In the File Detail window, click the Download button.
  5. Save the file to your computer.

Forwarding a File

Users may forward files from the File Cabinet via email if they have access to the File Cabinet application.

To forward a file from the File Cabinet:

  1. In Work Management, navigate to View Applications, and select the File Cabinet application.
  2. Navigate to the file from the left navigation or use the Search.
  3. Click the file name in the list.
  4. In the File Detail window, click the Forward button to select.
  5. In the New Message window, select a user to Notify, or enter an email address in the Other Email Addresses field.
  6. Update the Message if desired, then click Send.

The Read By Feature

Each file maintains a record of all users who have viewed it, and this information can be viewed in the File Cabinet database.

To view a File Cabinet file's read-by list, the user must:

  1. In Work Management, navigate to View Applications, and select the File Cabinet application.
  2. Navigate to the file from the left navigation or use the Search.
  3. Click the file name in the list.
  4. Click the Read By tab at the top of the window. The list of users who have read the file will now display in the file detail window.

The File Cabinet Desktop

Edit the File Cabinet Desktop to configure content modules to display:

  • Most Popular Files: The 15 files viewed most often from the File Cabinet.
  • Most Recent Files Submitted: The last 15 files that have been submitted to the File Cabinet.
  • Top Contributors: The 15 users who have submitted the most files to the File Cabinet, and the number of files they submitted.
  • Top Readers: The 15 users who have read the most files from the File Cabinet, and the number of files they have read.
  • My Most Recent Files Submitted: The 15 most recent files you have submitted to the File Cabinet.

Learn more about editing Desktops.

To view a File Cabinet file's details:

  1. In Work Management, open the File Cabinet application.
  2. Navigate to the file from the left navigation or use the Search.
  3. Click the file name in the list. A file detail window will open. The file details will be listed under the General tab.

Gotchas & Pitfalls

  • A user must have access to the File Cabinet application in Work Management in order to move files to it.
  • Files in a document workflow cannot be added to the file cabinet until the workflow is complete.

Examples

  • Often, project managers will add files to the document repository, such as project artifacts (e.g., project scope document, issues log, lessons learned document) to maintain permanent access to these items or share with other users.
    • Adding files to the File Cabinet allows project team members to view project documents since they will lose project access after project closure, which includes access to the project's Briefcase.
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