How to set up the Files application for projects?
This GroupCamp FAQ explains how to configure the Files application for projects.
This article details the following settings for the Files application:
- Files Application setup
- Group settings: Access to the Files app setup
For Files administration functions, please read this page: Files Administration
Go to the Admin panel, click on the folder Project.
Click on the Files icon to set up the Files app.
Configure folder privileges based on your needs.
Create - Move to folder
This privilege is generally fairly open. It allows all project members to add files.
New version - Update
This privilege applies to all files that the group owns and files for which the group has Update access rights.
Delete a file from the group
Deleting a file located in one of the folders of a group (including folders Shared with the group) can be done using the More menu, which appears when hovering over the filename with your cursor or right-clicking it.
Select the authorized users, keeping in mind that deleting a file functions as explained below.
The group owns the file.
If the file is not shared with any other groups or users, then the file is deleted permanently.
If the file is shared with other groups or users and was not sorted in a folder (the file can be found in the folder(s) Shared with me / Shared with the group), then the file is deleted permanently from the owner group and from the its other file locations in shared folders.
If the file was shared was sorted in one or more folders within the Files application of another group or user (in their @Me > Files application), then the file will not be deleted in locations where it has been shared. The file will no longer appear in the owner group’s folder. The owner group keeps its access rights to the file.
Note: To permanently delete a file from the group and from all the places it has been shared (other groups and user), use the Trash button located in the file’s Information panel.
A window shows where the file is located and asks that you confirm its deletion.
The group does not own the file
If a file is removed from the group (deleted from the sorting folder or from the folder Shared with the group). The group keeps access rights.
In the event the group is the last one to delete the file, the file will be permanently deleted
Items feed and Recent items feed
Deleted files are not removed from feeds. The Update tab in the file's Information panel indicates when and who deleted the file.
Files in which the group is "Owner"
Delete versions of a file
A privilege allows you to delete previous versions of a file. To delete previous versions of a specific file, you need to click on the Information panel of that file, then click on the Versions tab.
Show files recently accessed by users
See which files were accessed by which users on what date. Guest users do not have access to this feature (for confidentiality reasons between colleagues and guests).
Manage access rights to files
This privilege allows you to modify access rights for other groups or users. Access rights can be modified in the Information panel of a file (see screenshot below).
For example: A group shares a file in Read only mode with other groups and colleagues with whom they want to collaborate on the file. For these groups and colleagues to be able to collaborate on the file, there are several options:
- Access rights for users can be set as: Read only or Update
- Access rights for groups can be set as: Read only or Read only + Comments or Update.
Access rights when a file is shared (Default value)
When a file is shared with another group, the right of access Read only or Read only + Comments applies.
The default access right when a file is shared with other users is Read only. This does not need to be configured.
Manage files ownership
This feature allows users to transfer file ownership or delete a file permanently even if the file is shared with other groups or users.
You can permanently delete a file by clicking on the Information panel of a file and clicking on the Trash icon.
When your selected management policy is Custom settings (Admin panel > Project > Group settings - tab Management policy), you can customize the Files application settings for each of your groups.
To find out more, please read this FAQ: How to set up projects
When private objects are enabled in a project, the Private checkbox is displayed in the upload form. It allows collegues that are member of the project to flag files as private, and is helpful if files should not be seen by guests in the project.
A private file cannot be shared with other groups or users. If a file is shared and you make this file private, all groups and users access rights will be removed. The file can only be seen in your group.
Note: To use private objects, they need to be enable in the project settings. For more information, please read: Share projects with your clients and partners