This how-to article will help Project Managers, Team Members and Stakeholders learn more about the project Briefcase using the TDNext interface. The user must have the Project Manager or Project Team Member security role permissions in the Projects application along with having access to the Projects application.
Overview
When working with projects, the Briefcase is an important component where project members and stakeholders are able to easily share files. The permissions can be applied to project folders or individual files and tailored so the appropriate project members can or cannot access them.
The briefcase permissions work differently from other parts of the TeamDynamix system. They are applied on the projects folders or individual files that are set 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 set up with permissions and any users subsequently added to the project will inherit the same set of 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:
- In TDNext, open the Projects application.
- Click the appropriate Project in the left navigation.
- From the left sub navigation, click Briefcase.
- The Briefcase will open to Recent Files. Click Security in the toolbar.
- In the Folder Security window, select the checkboxes for each permission type each project member should have.
- Select the permissions for the Default user.
- Click Save.
Permissions can be modified on any folder by following the above steps.
To configure user permissions for a single file:
- In the Briefcase, locate the desired file.
- Click the file name.
- In the File Detail window, click the Security tab.
- Using the checkboxes, configure the permissions for the file.
- Click Save.
Briefcase Actions
When working in the Briefcase, there are a variety of actions that can be taken for both files and folders. Folders on the left hand side can be collapsed, expanded, and clicked to navigate the Briefcase structure. At any given point, the Briefcase application will display a list of all files that are located in the currently-selected folder. In addition, the top toolbar displays a list of icons representing all folder actions that are available to the user.
- Edit Security: The user must have the Full permission for the current briefcase folder.
- Add a Folder: The user must have the Modify permission for the current briefcase folder.
- Download a Folder: The user must have the Read permission for the current briefcase folder. It should be noted that this will download a .zip of the current folder, but external files are excluded from the download.
- Delete a Folder: The user must have the Delete permission for the current briefcase folder.
- Rename a Folder: The user must have the Modify permission for the current briefcase folder.
- Refresh a Folder: The user must have the Read permission for the current briefcase folder.
- Cut a Folder: The user must have the Modify permission for the current briefcase folder.
- Paste a Folder: The user must have the Modify permission for the current briefcase folder and has already performed a Cut Folder operation.
- Add Files: The user must have the Modify permission for the current briefcase folder.
- Download a File: The user must have the Read permission for the current briefcase folder and the file is not external.
- Open a File: The user must have the Read permission for the current briefcase folder and the file is external.
- Forward a File: The user must have the Read permission for the current briefcase folder.
- Delete a File: The user must have the Delete permission for the current briefcase folder.
- Move a File: The user must have the Full permission for the current briefcase folder.
- Rename a File: 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 by visiting Admin > Users & Roles > Security Roles.
- Copy a File: The user must have the Full permission for the current briefcase folder and the file is not external.
When performing folder actions at the project level (i.e. the root folder of the Briefcase), the user must have the Full or Modify permission. 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 in TDAdmin, files can be added to the Briefcase from Google Drive, Box, OneDrive, or Dropbox.
To configure external file types:
- In TDAdmin, click Organization Settings.
- Click Briefcase/Attachment Integration in the left navigation.
The administrator can view instructions for setting up each type of integration 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:
- In TDNext, open the Analysis application.
- Click Project Searches in the left navigation.
- Use the search to locate the desired project.
- Click the project name.
- 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 the potential permissions a member might be limited as to the actions they can take on a given file within the folder e.g., having either Full, Ready, 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 initiate everyone on the project team to confirm the scope of the project.
- Team Members might also add their documents in the Briefcase to collaborate with others