Structure

Project tree

The project administrators define a hierarchical list of all the folders in the project.

User can see this structure (or parts of the structure, according to the access rights) in the Structure App.

Structure inspector

The structure inspector is the last column on the right. It enables you to quickly have an overview of who can view the folder, attached workflows and forms...

Add Folder

To set up or to expand the structure of your project, you have to add folders and subfolders.

There are two ways to add a new folder:

• Add folder from the action menu on top. This will create a new root folder.

• Add new folder, under one of the existing folders. This will create a new folder under that folder.

After you selected add folder, follow the next steps:

1. Folder type

   Each type of folder represents an application in the application bar on the left.

   Document folder

   Address book folder

   Workflow folder

   Messages folder

   Optionally enable fetch mail functionality to import all the emails of an email address in the Bricsys 24/7 App. This is often used for an email address that's only used for the project, to rapidly gather external email messages.

   Calendar folder

   Forms folder

   Link folder

   Forum folder

   Separator: Use a separator to create a space in the structure.

   Binder

   Optionally select only document with a status. The binder will show only documents with the chosen status. Documents with another status can be added to the binder but they won’t be shown.

   After the status is changed to the selected binder-status, the document will be shown in the binder. It's used to give a group of users only access to documents with a certain status.

   For example: A group of users only can only see the approved versions of a document.

   Important: The binder folder is set to show documents with statuses Approved and Approved with comments only. If you want documents with other statuses to be shown, you can change it manually in the settings of the binder folder.

   BIM

2. Fill in name

   Fill in the name of the folder you add.

3. Add before

   Select an existing folder and the new folder will be added before the selected folder.

   After you created the folder, you can easily drag and drop the folder to another place in the structure settings.

4. Description (Optional)

   Add a description to your folder.

5. Default access rights (Optional)

   Choose the default access rights at once (for all roles) or if you are adding a subfolder you can choose to copy the access rights from the parent folder.

   Note: The apps in the App bar on the left will only appear when you created a folder that's linked to an application and you have access to that folder.

6. Picture (Optional)

   Add a picture to your folder. At the moment only BIM folders show the picture in the app.

Folder subscription overview

Manage the folder subscriptions of the project.

Add workflow

Attaching a workflow to a folder to start a workflow for each new document and revision (if specified). You can only execute this action on document and messages folders. Please keep in mind that only released workflows are visible.

1. Hover over the folder

2. Select the action to add workflow

3. Select the workflow you want to attach

4. Choose a coordinator for the workflow

5. Optionally

   Start a new workflow for every revision

   Start workflow when a revision is uploaded. Every time a new revision is added to a document, a new workflow will start. Thus there will be a workflow for every revision.

   Cancel previous workflow

   Cancel the previous workflow when adding a new revision. If you selected the “start workflow when a revision is uploaded”-option you can cancel the workflow of the previous revision when a new revision is uploaded.

   Apply the workflow to all subfolders.

6. The workflow will start automatically

   The workflow will start automatically when someone uploads a document in the selected folder.

Add form

Attach a Form to a folder and use the form as metadata. You can only execute this action on document folders. (See Form App)

1. Hover over the folder

2. Select the action add form

3. Select the form you want to attach

   Previously you could only attach forms that contained a document field. In this document field you could then choose whether the metadata was stored at the document level or at the revision level. This is no longer the case.

   

   It is now possible to attach all forms to a folder and in case there is a document/revision field in the form, the level at which the metadata is stored will be chosen, based on the document field.

   If there are no more (or more) document fields in the form, you can choose with this new option at which level the metadata will be stored. There should not be any changes to existing links between forms and folders and the reading of the data will remain as it used to be.

   However, if you now move a document to a folder with no form attached, you will still be able to see the metadata.

   

It is important to know that only forms with a document field are selectable as metadata.

1. Optionally

   Rename uploaded documents based on the fields' content

   Rename uploaded documents based on the content of the fields and automatically generate a name. Select the separator that will connect the content of the fields: _ / , / - / . / Space.

   For example

   When a user uploads a document and fills in a form:

   • Document type (invoice, plan, other): plan

   • Discipline (Decoration, Electrical, furniture, HVAC, plumbing, Safety, Structural): Electrical

   • Floor (-1,…,4): 3

   The document will be renamed to Plan_Electrical_3 after upload.

   • Use default values

   Fill in predefined values.

   • Apply this meta data (form) to all subfolders of this folder.

2. Save

3. The form will be used as metadata

Each time a document is added to the folder, you can (or have to) fill in the form fields.