Working with Briefcase Files

This how-to article will help users to understand how to access and interact with files in a project briefcase using the TDNext interface. The user must have Projects and TDNext access in addition to being a resource or manager of a project.

Overview

The files in the Briefcase can be shared and added by project members. You can also set permissions for files or recover deleted files.

Learn about adding files to the briefcase here.

Default Folders

There are three dynamic folders that automatically appear in each briefcase.

• My Files – Displays all files that the current user is marked as “Created By”.
• My Checked Out Files – Checked Out Files include all currently checked out files and are displayed from earliest to most recent check out date.
• Recent Files – Recent Files is the folder that opens by default when opening a briefcase. These are all the files you’ve viewed lately.

To view the default folders in the project briefcase:

1. In TDNext, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. Click My Checked Out Files, My Files, Recent Files at the top of the briefcase list.

Setting Permissions on Files

Setting permissions on a file allows you to protect the document by providing project members with update, delete, read-only or full permissions. Full permission allows project members to set permissions.

To set permissions on a file:

1. In TDNext, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file for which you’d like to set permissions.
5. Click the title of the file, then click the Security tab in the File Detail window.
6. The list of project members and their rights will display in the file security window
7. In the File Security window, the list of project members and their rights will display in the checkboxes below each type of permission.
8. Select the checkbox that corresponds to the type of permission you’d like to grant project members. The permissions are the following:

• Full – The ability to set permissions, read, update, and delete the file.
• Read – The ability to view and download the file.
• Update – The ability to check in or check out the file.
• Delete – The ability to delete the file. A project member without delete permissions cannot have full permissions.

9. Click the Save button at the top of the File Security window.  

Moving Files

To move a file from one folder to another in the briefcase:

1. In TDNext, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to move.
5. Click the title of the file you’d like to move.
6. Click the Actions button in the File Detail window and select Move from the dropdown.
7. In the Select a Folder popup window, click the title of the destination folder, then click Select.
8. Click OK in the confirmation popup.

Renaming Files and Folders

To rename a folder:

1. In TDNext, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
   1. To rename a file:
      1. In the Folders list, click the title of the folder or sub-folder which contains the file you’d like to rename.
      2. Click the title of the file you’d like to rename.
      3. Click the Actions button in the File Detail window and select Rename from the dropdown.
      4. In the Rename File popup window, enter the new name in the Name textbox, then click Save.
   2. To rename a folder:
      1. In the Folders list, click the title of the folder you’d like to rename.
      2. Click Folder Actions at the top of the briefcase list and select Rename Folder from the dropdown.
      3. Enter the new name in the textbox in the Folders list.

Viewing File Revisions

To view past versions of a file:

1. In TDNext, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to view.
5. Click the title of the file, then click the Revisions tab in the File Detail window.
6. Click the title of the revision you’d like to download, then click OK in the confirmation popup.

Viewing Who Has Accessed a File

Project managers can see which project members accessed a particular file in the Read By tab.

To view the Read By history of a file:

1. In TDNext, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to view.
5. Click the title of the file, then click the Read By tab in the File Detail window.

Recovering Deleted Briefcase Files or Folders

Deleting a briefcase file or folder really only marks that item as deleted but does not actually delete it. You may need to have your organization's TeamDynamix administrator do this for you.

To recover deleted items:

1. In TDNext, open the Admin application.
2. Click Projects in the left navigation.
3. Click Projects in the left navigation, then click the title of the appropriate project in the Projects window.
4. In the Project Details window, click Recycle Bin in the left navigation.
5. In the Project Recycle Bin window, click Restore to restore the appropriate file or folder.
6. Click OK in the confirmation popup.

Forwarding Files

In order to forward files from the briefcase to an email address, the user must:

1. In TDNext, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to view.
5. Click the title of the file
6. Click the Actions button in the File Detail window
7. Select Forward from the menu, a new window will open and will prompt for an email address to forward to