Managing Projects

Projects provide a number of benefits and can be structured to meet the organization’s needs. The article covers best practices for setting up, sharing and managing the Projects to maximize their value.

Determine the Project Structure

Choose the Right Destination for Projects

The goal is to ensure that users can easily navigate to and between Projects. Many of the construction customers create a /Shared/Projects folder. Users can think of different ways to create sub-folders to further categorize their Projects within the Projects.

• • Current versus Archive: If the user has several Projects and want an easy way to distinguish between current and archive folders (for example, /Shared/Projects/Archive).
  • Subfolders named by the year: An easy way to navigate to the Projects based on the project date.
  • Subfolders named by regions:  If the user has teams working in different locations. For example, US-West, Canada.
    

Create Project Templates

A company might work on different types of Projects (for example, Design-Bid-Build or Design-Build). Each Projects can have a unique folder hierarchy, structure, and permissions. In such scenarios, consider creating a /Shared/Project Templates folder.  Users can create different Project inside the Templates folder.

Set Up Projects

Create a Project from a Template 

• Select the Project Template folder and choose Copy -> Advanced Copy option.
     
• This allows users to select a new name for the destination folder. To retain the Project Template permissions, choose the Keep Source Folder Permissions option as shown below
  

Invite External Contractors to a Project

If the Project requires collaboration with external subcontractors or people from outside of the organization, users can create and assign Standard User accounts (guest accounts) for these users. Standard User accounts allow external subcontractors to upload, download or view files within one or more Project subfolders via the Web UI or mobile app. Once the Project assignment completes, users can revoke the Standard User account for the subcontractor.