Setting up a project
To get up and running with a project, you need to take the following steps:
- Add project
- Add folder structure
- Add roles
- Add users
After logging in the project, the select screen appears without projects.
- New project
Click the Add button to create a new project. Fill in the project name, details and country in which the project will be executed.
- Copy project
When you need to manage multiple projects, most of them will have the same settings and structure. Creating an empty template project in which you set up the folder structure, roles, forms and workflows is a good way of working. This way, you set it up once and copy the project for each new project you need to set up.
If you already have an existing project, you can create a copy of it based on the original one and select the options that you would like to copy in the new project (for example forms and metadata).
Only the customer admin can create a new project or copy an existing one. A customer can have multiple customer admins that are managed by the Bricsys 24/7 team.Note: when you copy a project, only the folder structure will be copied but the documents will not be transferred. If you also need a copy of the folders with documents included, you will have to select the folders and documents manually and use the copy action. It is also possible to copy the documents using the transfer tool.
Copying projects with forms and metadata:
The forms can be copied together with the project. However, since the documents are not copied automatically, the form records will not be transferred either. This does not apply to the links between forms and folders as these ones will be copied. For example, when you copy a project and you check 'Forms' and 'Metadata', the links between the forms and the folders will be copied. This means that, if you upload a new document in a folder with a form attached, you will be asked to fill in the metadata.
Once the project is created and you enter the project, click on the wrench icon in the app bar on your left to go to the administration app.
The Settings category lets you edit the project settings, document settings, calendar settings, administrator settings.
- Document settings
In the documents settings you can define how revision numbering will be displayed in the project.
- Single version
By default, single revisions are used. Choose the option you wish to use.
- Major / minor version
Select the checkbox Enable major/minor versioning of documents in order to work with a dual revision number. This is a useful way to track the progress of a document. Each major version can represent a milestone the document has reached.
In the structure setting you can create the folder structure for the project. Bricsys 24/7 gives you 100% freedom to create a folder structure depending on your company’s needs.
You can manually add folders by clicking the Add folder action or use the transfer tool to easily copy an existing folder structure from you local computer to Bricsys 24/7.
- Folder options
Each folder type represents its own app in the side bar. Only Document and Binder apps can be viewed within the Structure app. All the other folders can be viewed within the Structure App as well as their own App.
Default access rights
Setting the default access rights enables you to quickly set the same access for all the existing roles the moment you create a folder.
Remember that each folder type represents a different app in the app bar.
After setting up the project structure you need to define roles. A role groups project members together making it easy to differentiate them in the project. Typical examples of roles are “Administrators”, “Architects”, “Engineers”, “Contractors”...
- Role options
Use as maillist
This enables to select the role when sending a notification, a message... as the recipients. All members of the roles will be selected and can be unchecked individually by the user.
The color is used in the document viewer. By giving a different color to the roles, annotations within the viewer are easily distinguished and make it clear who made the annotation; the architect, engineer...
See other user
If a role cannot see other users, the members of the role will not be able to send notifications to other project members.
Enable a role to view the revisions of a document. When unchecked, only the last revision of the document will be visible.
Change their profile
We strongly recommend to enable this setting so users can change their personal information and preferences.
Once the folders and the roles have been set up, it’s time to set up the access. The Folder Access category by default shows the folder structure and a role in the drop-down above the structure.
Easily switch to roles view by selecting the option By Role in the drop-down above.
- Access inspector
The access inspector on the right shows if the access is set or not. There are two types of access: view all, view own. View own means that the user can only access the items that he or she is author of.
Depending on the type of folder, not all access types might be available.
Click in the matrix to set or remove a specific access. Use the toggle buttons on top to set the same access over all the folders, the toggle buttons on the right to set default access. The top right corner toggle button allows you to toggle all the access.
For each folder with subfolders the apply to subfolder icon lets you easily copy the same access to all the subfolders.
Save the changes before you leave the access category.
Now that a project has folders, roles and access we can add users. The Users category lets you add users to the project.
Click the Add user action to add a user. Always add users by adding the email address of the user. In case the user has already access to Bricsys 24/7 in another project, the user will be shown in the search results. Otherwise you can create a new user.
After adding the user, select the roles the user is part of. A user can be part of multiple roles which means the access will be the consolidated access over all the roles. If the project has an address book folder you can choose to add the user to the address book.
The last step is to send an invitation. We highly recommend to add a personal message so the user knows who’s sending the invitation and the reason why.
The user can setup the password by clicking the set or reset password link in the invitation email. An existing user can log in with the email address and the existing password.