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.

This how-to article will help users to understand how to access and interact with files in a project Briefcase using the Work Management (TDNext) interface. The user must have access to Work Management, the relevant Project application, and be a resource or manager on 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 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. Click My Checked Out Files, My Files, or Recent Files at the top of the Briefcase folder 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 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 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 is displayed in the checkboxes below each permission type.
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 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 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 destination folder title, then click Select.
8. Click OK in the confirmation popup.

Renaming Files and Folders

To rename a folder:

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 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, then click Enter.

Viewing File Revisions

To view past versions 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 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 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 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 only marks the item as deleted; it doesn't actually delete it. You may need to have your organization's TeamDynamix administrator do this for you.

To recover deleted items:

1. In TDAdmin, go to Applications, then select the Project application.
2. Click Projects in the left navigation, then click the title of the appropriate project in the Projects list.
3. In the Project Details window, click Recycle Bin at the bottom of the left navigation.
4. In the Recycle Bin window, click Restore to restore the appropriate file or folder.
5. Click OK in the confirmation 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 view.
5. Click the title of the file.
6. Click the Actions button in the File Detail window.
7. Select Forward from the menu. On the New Message page, select a user to Notify, or enter an email address in the Other Email Addresses field.