Share files with external organizations in ProjectWeb

This article covers how to share project-specific and global files with external organizations in ProjectWeb.

Share project-specific files in ProjectWeb from a new folder

If there are no pre-existing folders or files associated with a project, you can follow these steps:

Your projects ➜ Select project ➜ Click on Files ➜ Click on Create Folder

Here you can customize settings for three functions for your folder:

• Basic Data
• Internal Access
• External Access

 

Master Data

Select Master Data ➜ Enter folder name ➜ Adjust settings

 

Here you can change the following settings:

• Folder name: Give your folder a relevant name
• Active: Here you can activate or deactivate the folder
• Visible on app: Choose whether the folder should be available on the app

 

 

Internal Access

Click on Internal Access ➜ Select professions ➜ Select user groups

Here you can change the following settings:

• Select professions: Choose which professions should have access to the folder
• Select user groups: Choose which user groups should have access to the folder

 

External Access

Click on External access ➜ Limit the access to folders ➜ Adjust External permissions ➜ Adjust Invitation emails

Here you can change the following settings:

• Hide from externals: Deny all external organizations access to the folder
• Share with all externals: Share your folder with all external organizations associated with the project
• Share only with selected professions: Share the folder only with the selected disciplines
• Allow externals to upload files to this folder and its subfolders in ProjectWeb: Permit external organizations to upload files to the folder from ProjectWeb
• Send invitation mail to new externals: Ensure new external organizations receive access to the folder

Finish by clicking Save. The folder is now created, and your external organizations and subcontractors can access the folder from ProjectWeb.

 

Share project-specific files in ProjectWeb from an existing folder

If you have already created folders and uploaded files to them, you can do the following to share them with external organizations and subcontractors:

Select Project ➜ Click on Files ➜ Click on the three dots to the right of the desired folder ➜ Click on Edit

By clicking on the pencil icon for the desired folder, you can change the folder settings just as you would when creating a new folder.

After editing, your external organizations and subcontractors will have access to the shared files in ProjectWeb.

 

Share global files in ProjectWeb

Select Account ➜ Click on Global files

 

From here, external access to the folders can be customized in the same way as described earlier in this guide for project-specific file folders.