Project Templates

Project Templates make it easy to create new Projects using a predefined folder structure and permission set.  

In addition to assigning permissions for pre-existing groups or users, Project-specific groups can be created and assigned permissions on the folder structure at the time of Project creation. The Project-specific groups can then be populated with individual users giving them access to the respective Project. 

Users can set up different templates for different Project types and choose who has access to use templates.

Creating a Project Template

Project Templates are stored in /Shared/Egnyte Templates/Project Templates.  Follow these steps to create a Project Template:

1. Create a folder under /Shared/Egnyte Templates/Project Templates.  The name of the folder will be the template name.
2. Add subfolders and files to the template.
3. (Optional) Set any folder options (for example; descriptions, link sharing controls, and more) on the folders within the template.
4. (Optional) Access Project Template Settings from the context menu or from the main row of actions to set a template description and configure the groups and permissions for the template.
   
   

The Project Template Settings dialog has two tabs General and Template Permissions. The user can enter the template name and description in the General tab. The Template Permissions tab allows users to define Project Template Permissions with a User Interface. Click on the Template Permissions tab to open the permissions page.

• In the Permissions template a list of folders appears in the left pane. Select a folder to assign permissions to groups.
• Additionally there is a toggle to control whether or not the folder should inherit permissions from its parent folder.
  
• To assign users or groups with the permissions, click on the Add user group menu and select Existing user or group option.
  
• This will open a pop-up window, where the user will be prompted to enter an existing user or an existing group name and specify a permission.
  
• After the permission is entered it becomes visible on the template permission page.
  

To control who can create new projects from the Project Template, set permissions on the template folder using the Permissions button from the top menu.  Any user with Viewer permissions on the template will be able to use it to create new projects within a destination folder to which they have Full permissions.

Default Permission Behavior for Project Templates

In the scenarios where the template permissions are not specified, Project Template folders will inherit the permissions from their parent folder if the default permissions for Folder Copy actions are set to Apply destination folder permissions. If needed, the admin can check the option to override the default settings from Settings -> Configuration -> Security & Authentication -> check the option for Default Permissions for Folder copy Actions. Click on Save changes.

Create Dynamic Group

The user can also create dynamic groups, for example, “{project Name} - Finance”, which will be created upon Project setup. 

1. Click on the Add user or group menu and then select Create new group. 
   
2. If the Use a prefix is checked, then either the Project Name or Project ID will be used as a prefix in the dynamic group. 
3. Enter the required details and click on Create.
   

Creating a Project from a Project Template

Use the following steps to create a new Project from a Project template:

1. The user can navigate to a folder where they have Full permissions
2. Navigate to Create menu, choose the template from Project -> From Template
   
3. Enter details about the Project. The Project name will be used as the folder name for the new project. Depending on the chosen template, the Project ID may be required. Select the Project status and click Save after entering the details about the project.
   
   
   
   Enter other details in the Project creation wizard or click on Skip setup to proceed without entering the details under General, Timeline, Files, Address, Smart Upload, and Custom sections.
   
    
4. The new Project is created. If the template created Project-specific groups, the user will see a list of those groups with an option to manage each group. Clicking the Manage Group button will open the group details page in a separate browser tab. Here, the user can add other users to groups so that they get access to the new Project.
   
5. The Project will be created in the selected location based on the chosen template.

Automated Project Template Enrichment

If the customer is on an AEC plan, Egnyte will automatically keep the Project Templates organized by applying smart tags to the folders. Whenever a folder is added, modified, or removed from the Project Template structure, Egnyte AI reviews the change and tags the affected folders automatically. 

These tags make the folders easier to search for and will also lead to Egnyte AI Assistant delivering more accurate and efficient results.

Reviewing automated tags

Each time automated tagging occurs, users will see a notification in the web UI with two options as Open tag columns to review the tag edits and Download tag report.

• Open tag columns – This will take the users directly to the folder that was tagged and expands the folder listing to display the new tags, so the users can review them in place
  
• Download tag report – Generates a report listing all tags applied across the template
  
  Users can also access the full tag report at any time by going to Project Template Settings and selecting Download.
  

The report includes the following details: 

• Folder Name

• Folder Path

• File Format

• Authority

• Direction

• Party

• CSI Division

• Document Type

• Discipline

• Sub-phase