Briefcase Permissions

This how-to article will help Project Managers, Team Members, and Stakeholders learn more about the project Briefcase using the Work Management interface. The user must have a Project Manager or Team Member security role in the appropriate Project application and be added to the project.

Overview

When working on projects, the Briefcase is an important component that allows project members and stakeholders to easily share files. The permissions can be applied to project folders or individual files and tailored so that the appropriate project members can or cannot access them.

The Briefcase permissions differ from those in other parts of the TeamDynamix system. They are applied to project folders or individual files in the Briefcase and are not based on security roles.

When visiting the standalone Briefcase application, all visible files and folders are for projects the user is a member of and has read permission for.

Configuring Permissions

The Default User can be configured with permissions, and any users subsequently added to the project will inherit those same permissions. If a project member is granted specific permissions, this will override the default.

The Cascade Added Permissions checkbox will apply any added permissions to all files and subfolders within this folder. If this is specified at the root level of a project, then the entire project Briefcase will have the same permissions enforced throughout. Cascade can be applied to any folder in the project Briefcase, and the settings will affect all subfolders and files within that parent folder.

To configure user permissions for the entire project 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.
  4. The Briefcase will open to My Files. Click Security in the toolbar.
  5. In the Folder Security window, select the checkboxes for each permission type that each project member should have.
  6. Select the permissions for the Default user.
  7. Click Save.

Permissions can be modified on any folder by following the above steps.

To configure user permissions for a single file:

  1. In the Briefcase, locate the desired file.
  2. Click the file name.
  3. In the File Detail window, click the Security tab.
  4. Using the checkboxes, configure the file's permissions.
  5. Click Save.

Briefcase Actions

When working in the Briefcase, a variety of actions are available for both files and folders. Folders can be collapsed, expanded, and clicked to navigate the Briefcase structure. At any given time, the Briefcase application displays a list of all files in the currently selected folder. In addition, the top toolbar displays a list of icons representing all available folder actions for the user.

Available folder actions:

  • New >
    • Folder: The user must have the Modify permission for the current Briefcase folder.
  • Security: The user must have the Full permission for the current Briefcase folder.
  • Download Folder: The user must have the Read permission for the current Briefcase folder. Note that this will download a .zip of the current folder, but external files are excluded.
  • Folder Actions >
    • Rename Folder: The user must have the Modify permission for the current Briefcase folder.
    • Delete Folder: The user must have the Delete permission for the current Briefcase folder.
    • Cut Folder: The user must have the Modify permission for the current Briefcase folder.
    • Paste Folder: The user must have the Modify permission for the current Briefcase folder and have already performed a Cut Folder operation.
  • Refresh: The user must have the Read permission for the current Briefcase folder.

Available file actions:

  • Open a File: The user must have Read permission for the current Briefcase folder, and the file must be external.
  • New >
    • File: The user must have the Modify permission for the current Briefcase folder.
  • File Details >
    • Download: The user must have the Read permission for the current Briefcase folder, and the file is not external.
    • Actions >
      • Forward: The user must have the Read permission for the current Briefcase folder.
      • Delete: The user must have the Delete permission for the current Briefcase folder.
      • Move: The user must have the Full permission for the current Briefcase folder.
      • Rename: The user must have the Full or Modify permission for the current Briefcase folder.
      • Move File across Projects: The user must have the Full permission for the current Briefcase folder. In addition, the user must have the Can Move Files Between Projects permission, which can be configured for the user's security role in Admin > Users & Roles > Security Roles.
      • Copy: The user must have the Full permission for the current Briefcase folder, and the file is not external.
      • Remove from File Cabinet
      • Flag: Mark the file as "Flagged" in the list.
      • Check Out: To upload an updated version of a file, check it out to prevent other users from making changes.
      • Assign to Workflow: Select a document workflow.

When performing folder actions at the project level (i.e., the Briefcase's root folder), the user must have Full or Modify permissions. In addition, only the Edit Security and Add Folder actions are available at the Project level.

Setting Up External File Type Integrations in TDAdmin

Once configured and enabled for an organization by a Global Admin in TDAdmin, files can be added to the Briefcase from Google Drive, Box, OneDrive, or Dropbox.

To configure external file types:

  1. In TDAdmin, go to Applications, then select the Project application
  2. Click Organization Settings, then Briefcase/Attachment Integration in the left navigation.

 

The administrator can view instructions for setting up each integration type on the page. 

Viewing the Briefcase for Projects You Are Not a Member Of

Users who have access to the Analysis application can view any project Briefcase in the system.

To view a Briefcase on a project you aren’t a member of:

  1. In Work Management, navigate to View Applications, and select the Analysis application.
  2. Click Project Searches in the left navigation.
  3. Use the search to locate the desired project.
  4. Click the project name.
  5. In the Project Details window, click Briefcase in the left navigation.

Gotchas & Pitfalls

  • You can only see a file in the Briefcase if you are a member of the project
  • Due to permissions, a member might be limited in the actions they can take on a given file within a folder, e.g., having either Full, Read, Modify, or Delete access to a particular file.

Examples

  • While collaborating on a project, the project manager might share the scope change document or statement of work with project members.
  • A project manager might use a document workflow to involve everyone on the project team in confirming the project's scope.
  • Team Members might also add their documents to the Briefcase to collaborate with others
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