projectdox training: project administrator reference guide · 6.1edit project info . click the ....

Copyright 2018 Avolve Software Corporation. Rev. 2018-03-16 ProjectDox is a registered trademark of Avolve Software Corporation.

Using ProjectDox® v. 9

Project Administrator Reference Guide

4835 East Cactus Road Suite 420

Scottsdale, Arizona 85254

Phone: 602.714.9774

www.avolvesoftware.com

ProjectDox Project Administrator Reference Guide 9

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Table of Contents 1 About this Guide __________________________________________________________ 4

2 Audience ________________________________________________________________ 4

3 ProjectDox® Introduction ___________________________________________________ 5

4 ProjectDox Icons __________________________________________________________ 6

5 Role of Project Administrator ________________________________________________ 7

6 Project Administrator Screens ________________________________________________ 7 6.1 Edit Project Info ______________________________________________________________ 8

6.1.2 Incoming Email ___________________________________________________________________ 10 6.2 Manage Folders _____________________________________________________________ 11

6.2.1 Add Folder _______________________________________________________________________ 11 6.2.2 Delete Folder _____________________________________________________________________ 12 6.2.3 Copy Folder ______________________________________________________________________ 12 6.2.4 View Permissions _________________________________________________________________ 13 6.2.5 Inherit Permissions from Parent Folder ________________________________________________ 15 6.2.6 Rename Folder ___________________________________________________________________ 15 6.2.7 Set Default Sort Order _____________________________________________________________ 15 6.2.8 Folder Order _____________________________________________________________________ 15 6.2.9 Upload Files ______________________________________________________________________ 16

6.3 Manage Roles _______________________________________________________________ 16 6.3.1 Creating a Role ___________________________________________________________________ 16 6.3.2 Deleting a Role ___________________________________________________________________ 17

6.4 Manage Metadata ___________________________________________________________ 17 6.5 Manage Project Groups _______________________________________________________ 19

6.5.1 Creating a Project Group ___________________________________________________________ 20 6.5.2 Adding Users to a Project Group _____________________________________________________ 20 6.5.3 Project Group Notes _______________________________________________________________ 22

6.6 Manage User Permissions _____________________________________________________ 22 6.6.1 Manage Group Permissions _________________________________________________________ 25 6.6.2 Manage Individual Permissions ______________________________________________________ 26

6.6.2.1 Inviting or Modifying Permissions to an Individual User _________________________________ 26 6.6.3 Removing a User from a Project or Group ______________________________________________ 27 6.6.4 Manage Permissions Screen _________________________________________________________ 27

6.6.4.1 Assigning a Role ________________________________________________________________ 27 6.6.4.2 Assigning Individual Permissions without Assigning a Role ______________________________ 28

6.7 Project Export ______________________________________________________________ 28 6.7.1 Creating a Project Export Template ___________________________________________________ 29 6.7.2 Editing a Project Export Template ____________________________________________________ 29 6.7.3 Exporting ________________________________________________________________________ 30

6.8 Notifications ________________________________________________________________ 33 6.9 Manage Reports _____________________________________________________________ 35 6.10 Manage Workflows __________________________________________________________ 35

6.10.1 ProjectDox Workflow ______________________________________________________________ 35 6.10.2 ProjectFlow ______________________________________________________________________ 36


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7 Project Archiving and Unarchiving ___________________________________________ 38 7.1 Archive ____________________________________________________________________ 38 7.2 Unarchive __________________________________________________________________ 39

8 Run Reports _____________________________________________________________ 39 8.1 Project Reports _____________________________________________________________ 39 8.2 Site-Wide Reports ___________________________________________________________ 40

9 Reset User Passwords _____________________________________________________ 41

10 ProjectFlow ____________________________________________________________ 42 10.1 Terminology ________________________________________________________________ 42 10.2 ProjectFlow Icons ____________________________________________________________ 43 10.3 Assigning Workflows _________________________________________________________ 44 10.4 Viewing Workflow Instances ___________________________________________________ 45 10.5 Editing a Workflow Instance ___________________________________________________ 45 10.6 Disable the Task List Instance __________________________________________________ 46 10.7 Viewing the Status of a Workflow ______________________________________________ 47 10.8 Restart a Workflow Instance ___________________________________________________ 47 10.9 Formlet Properties ___________________________________________________________ 48 10.10 Activity Properties ___________________________________________________________ 48 10.11 Review Configuration Instance Manager _________________________________________ 49

11 Appendix ______________________________________________________________ 51 11.1 Creating a Project____________________________________________________________ 51 11.2 Batch Stamp ________________________________________________________________ 53

11.2.1 Permissions ______________________________________________________________________ 53 11.3 How to Batch Stamp Files _____________________________________________________ 53

11.3.1 How to Batch Stamp Files across Projects ______________________________________________ 53 11.4 Batch Publish Files ___________________________________________________________ 54 11.5 Creating, Modifying and Saving Batch Stamp Templates ____________________________ 55 11.6 Creating a Batch Stamp Template _______________________________________________ 55 11.7 Multiple Project Batch Stamping Notes __________________________________________ 56 11.8 Stamp and Stamp Templates __________________________________________________ 56 11.9 Creating a Dynamic Stamp and Stamp Template ___________________________________ 57 11.10 Stamp Template Notes _______________________________________________________ 58 11.11 Adding the Template to the Batch Stamp Template ________________________________ 58

11.11.1 Image Special Considerations ________________________________________________________ 60


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1 About this Guide This guide provides information to help Project Administrators leverage the features and functionality offered by the ProjectDox solution. The information contained within this document is accurate at the date of publication. Technical information is dynamic, so please also reference the documentation shipped with the product.

2 Audience This guide is designed for Project Administrators using the ProjectDox end-user web interface. Advanced technical knowledge is not needed to effectively use this information guide.

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Good to know

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3 ProjectDox® Introduction Thank you for selecting Avolve Software and our ProjectDox project information management solution. ProjectDox gives your project team members the freedom to organize and collaborate as a community, so that you can manage critical project information more easily and better than ever before.

By using ProjectDox to create online, virtual project workspaces, you enable people from many different locations, disciplines and schedules to share the same information at the same time, facilitating communication and higher productivity. Here’s what ProjectDox does to enable online project information management:

• All shared project information (documents, drawings, 3D models, annotations, project email, discussion threads, faxes) is centralized in one location so it becomes visible, accessible and usable by everyone who needs it.

• The friendly user-interface makes it easy for users at all technical skill levels to leverage the “power tools” in ProjectDox.

• Permissions and roles-based security restrictions are configured and applied to project information, as well as subsets of that information, so that only appropriate personnel have access.

• Using electronic workflows and eForms, the flow of critical information from one person to the next is tightly controlled to maintain schedules and enforce accountability within a given process.

• ProjectDox enables simultaneous, multiple-user access to the same information, managing every session to keep document versions organized properly.

• Automation features ensure that when activity takes place in the workspace, those who need the updated information are informed immediately.

• Tools for interacting with information, such as view and markups, online discussions, and group email, make interacting with information timely, meaningful and productive for the whole team.

• Complete details of all workspace activity are recorded, comprising a complete audit trail for documents, email, annotations and markups, workflows and forms, access and egress, plus much more.

In summary, ProjectDox web-enabled collaboration empowers the stakeholders in a project to manage information, communication, activity, and resources in ways not possible by manual, conventional means.


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4 ProjectDox Icons For icons related to ProjectFlow, click here.

ProjectDox Icons

Project Information

Refresh

Search

Help

Save Settings

Reset Settings

Delete/Remove

TeamMail

Edit Project

Conversation(s)/ Discussion(s)

Reassign Task

TeamMail Groups

Outlook

Calendar Show/Hide

Notifications View Task

Notes Start Workflow

Delete Folder

Copy Folder

Add Folder

Rename Folder

Inherit Parent Permissions

Edit Workflow Instance

Open Workflow Designer

Report

View File in Pane

View File in Separate Window

Show All Thumbnails

Hide All Thumbnails

Copy Files

Move Files

Download File

Upload Files

Compare Files

Reorder Files

Checkout

Checkout/Undo

Binder View

Markup

Copy External Markup

Copy Internal Markup

Batch Stamp Files

View History

Edit Metadata

Setting Not Editable or

Closed

User Logged Out

User Logged In

Open in Bluebeam

Upload Changes in Bluebeam

View

Permissions


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5 Role of Project Administrator Project Administrator permissions include access and extended privileges in a specified project. This permission can be granted by a System Administrator or existing Project Administrator and is project-specific; a user may be a Project Administrator in one project, only an end-user in another, and have no permissions in another. Conversely, a System Administrator’s access is site-wide.

Project Administrators manage the following items in a project: users, groups, permissions, roles, folders and files, file metadata, reports, and subscriptions (notifications). Additionally, a Project Administrator can perform project archiving, unarchiving, and export.

Project Administrators can invite other members to the project that they are Project Administrator for and have the same rights as the project owner. Only Project Administrators and System Administrators can copy a project (must also have project creation rights) and only System Administrators can delete a project.

Create projects or edit project information through the Active Projects screen. To access the Active Projects screen, click the Projects button in the main ProjectDox menu bar.

6 Project Administrator Screens The Project Administrator screens are used to view and modify project properties and objects.

To access the Project Administrator screens for an existing project:

1. Click the Projects tab, then choose the Edit button next to the project to edit.

2. The project will display a tab corresponding to whatever workflow is being used within that project (ProjectFlow or ProjectDox Workflow).


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At any time, you can click the Return to Project button to view the project folders and information. This is the same as clicking the project’s name in the Active Projects List when logging in. 6.1Edit Project Info Click the Project Info tab to change project information set in the Create Project screen.

Workflow Definition URL – Entry field allowing the addition of a link to direct customers to an associated document, file or website. When the link is added, it will display to the end users in the Status row.

Archive – Use to archive the project.


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Pass-Through Extensions – Use to enter file extensions that you do not want or are not able to process and convert for viewing (e.g., .mov, .avi).

Incoming – Incoming email can be enabled or disabled on this screen if the System Administrator has enabled the Incoming feature for the site. The email address is created automatically by the system and consists of the project’s projectID and the designated domain.

Files contained in the Incoming email folder can be copied but not moved to other folders within the project

a. Enabled – Check this to allow email handling in ProjectDox. An email folder will automatically be created as part of the project folder structure when you enable Incoming on this screen. Emails addressed to the project must have the project’s email address in the To line or the Cc line, not the Bcc.

b. CC project on TeamMail - feature can be managed on a project-by-project basis.

Note that this feature requires that the Incoming Email feature for the site be configured and function properly. CC project on TeamMail (when selected) creates a copy of any TeamMail or Topic and Note sent from ProjectDox and sends a copy (by default) to the Incoming Email folder of a project. Once configured, this feature can only be removed by a PA or SA for the project.

Any emails for the project will go into the \incoming\email folder. Attachments to emails will be published by ProjectDox and a thumbnail image will show in the left-hand pane. Users may perform the following actions on files in this folder: download, use Discussion Board, delete, check in/out, copy, and compare.

Versioning Enabled – Once versioning has been enabled for a project, it cannot be disabled for that project.


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Upload Image – You may upload an image from your hard drive or file network to be used within the Project Info tab (it will appear in by the Project Image field). The maximum size allowed for an image is 500 x 500 pixels and accepted formats are JPG, GIF and PNG. When the user’s mouse is placed on top of the thumbnail for the image, the image will expand automatically to its regular size.

Email Template Path -This field is used to specify a path to a subfolder for template-specific items. If no path is specified in this field, all emails that are sent to users will be modeled after the templates found in the ProjectDox\Custom folder. If no custom templates exist in ProjectDox\Custom, the default templates located in ProjectDox\Custom\en are used. The hierarchy for the email locations are:

• ProjectDox\Custom\ProjectTemplateSpecific folder (example: custom Building invite).

• ProjectDox\Custom folder (example: custom site-wide for the customer).

• ProjectDox\Custom\en folder (default ProjectDox email files).

See ProjectDox System Administrator guide for further details.

The system assimilates a forward or backward slash in this field.

Show Thumbnails: Selection of the checkbox will display the file thumbnail images within the folders of a project. To hide the file thumbnails, remove the checkbox.

Copy Project (available to System Administrators and users given Project Creation Rights) –Use the Copy Project button to quickly create a new project using the current project as a template. You will be prompted to enter a new project name, add a description, and select objects to copy. Select Folders Only to copy the project folder structure (no files, discussions, or markups). Select Folders & Users to copy both the folder structure and the user information (including roles and project groups) to the new project. Select Include Metadata to copy the project metadata fields to the new project. Select Include Notifications to include defined notifications for users established on the Notifications tab to the new project.

Click Save when you are finished modifying items on the Project Information tab.

6.1.2 Incoming Email Incoming Email is a site-wide feature that can be enabled in the Edit Project Information screen. Each project of the site contains a unique email address that is used to send/store a copy of outbound email when the Project's Email item is selected in the Team Mail member list. Refer to "Implementing ProjectDox" for details on configuration, due to this feature requiring assistance from your email administrator.

Many times this feature is set up following the "discovery meeting," after the business entities have had time to understand what the feature can add to the business process.

Special attention should be given when applying the configuration file setting "SendEmailReply" to true or false. If set to true, a reply is sent to the sender notifying them that their email was processed, and the status of it. One impact of this is that if the web service is called from 127.0.0.1/projectdox instead of the correct URL, any images and CSS files will not be found and the email may render incorrectly. As a rule, you should always replace localhost or 127.0.0.1 with the correct URL.

If sending an email to project email addresses, they must be done individually. If more than one is added, only the first project in the address line will receive it.


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6.2 Manage Folders The Folders tab provides convenient tools for maintaining folders and their corresponding users and groups. To view these options, select the Folders tab. The folder structure of the project can have an unlimited number of levels and folders. Keep in mind the following:

• For best performance, the recommended limit is 50 folders at each level, including the main level.

• Folder names cannot exceed 75 characters. • Folder names must not contain the following characters: \ / : * ? " < > | and have no additional

spaces at the end of the name.

The folders screen provides several maintenance tools, including:

Tools Icon

Delete Folder Add Folder Copy Folder View Folder Permissions Rename Folder Inherit Permissions from Parent Folder Set Default Sort Order Upload Files

6.2.1 Add Folder

1. Click Add Folder under the desired parent folder. 2. Type a name for the folder in the text field that appears.

• Folder names cannot exceed 75 characters. • Folders must not contain the following characters: \ / : * ? " < > | and must not

have extra spaces at the end of the name. 3. In the Add New Folder dialog, you can choose for the new folder to inherit the same users and

permissions as its parent folder.


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4. Click Save. The new folder appears, with a new Add Folder option.

Only System Administrators and Project Administrators can add a folder to the top-level project folder.

6.2.2 Delete Folder 1. Click the Delete icon to remove a folder or subfolder from the project (if permitted). Deleting a

top-level folder also deletes any subfolders it may contain. 2. Click OK at the prompt, confirming that you wish to delete the folder.

6.2.3 Copy Folder The Folder Copy feature enables Project and System Administrators to duplicate an existing folder, or folder structure, and implement it within the same, or different, project. This feature only copies the folder structure, and not files within the folders. It is accessible by doing the following:

1. Click the Copy Folder icon next to the folder you want to copy. The Copy Folder window will appear.

2. Begin to type the name of the destination project in the Select Project field. After the first 3 letters, numbers of projects will appear for your selection.

3. The folder structure will appear in the Select Folder area. Use the radio buttons to choose what

the destination folder will be.

4. Check the Inherit destination folder permissions checkbox, if needed. Permissions will not be

inherited if the root of the folder structure is copied.

5. Click the Copy Folder Structure button. A confirmation dialog will appear. To continue, click OK;

to make changes, select Cancel.


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6. A dialog will appear, asking you to name the copied folder. When done, select OK.

7. A confirmation message will appear at the top of the Copy Folder window. 8. Click on the hyperlinked text to open the destination project. Your copied folder will be available

within its chosen destination folder.

6.2.4 View Permissions Click the view folder permissions icon next to the desired folder name. A list of project users with permissions to that folder displays on the right panel, facilitating the editing of group permissions.


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Click a user’s name to display their contact information, group membership and event history.

Click next to a group’s name to view an expanded list of permissions for that group. Folder permissions for an individual user can be edited through the Manage Permissions screen.


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6.2.5 Inherit Permissions from Parent Folder Click if you would like this new folder to Inherit permissions from its parent folder. The inherited permissions will override the existing permissions. This is a one-time action; it does not cause the child folder to inherit future changes in the parent folder’s permissions. 6.2.6 Rename Folder

1. Click the Rename Folder icon next to the folder you want to rename.

Internet Explorer setting may cause an ActiveX bar (yellow toolbar) to display, prompting you to allow the naming dialog box to display. Click the toolbar and select to temporarily

allow scripted windows.

2. Enter the name and click OK. 6.2.7 Set Default Sort Order The standard order for files in a folder is ascending alphanumeric, based on the file name. You can

modify the default sort order of files in any folder. Click the icon beside the file folder you want to sort to summon the file sort order panel (This icon will only appear beside populated folders). From this panel, you can choose an option from the dropdown list, or use the buttons on the right of the Custom Sort window to arrange files in a custom default sort order.

Users may temporarily re-sort the files (for their own view). The folder will revert to the default sort order once they leave the folder.

6.2.8 Folder Order The reordering of default folders and project folders is allowed in the project’s Folders tab by dragging and dropping. A folder’s existing location determines the possible changes; a top-level folder can only be reordered within the top level; a child folder can only be reordered within its parent.

Click Save Folder Order to keep any changes you make.


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6.2.9 Upload Files The upload file feature allows an administrator the convenience of uploading files to a folder while in the management area of a given project. 6.3 Manage Roles

Modifying, renaming or deleting a role affects the permissions of any groups that were set using that role. Those same actions can have an adverse effect on workflows, which utilize

roles to adjust permissions at various steps.

Project Administrators can create or delete roles, or change privileges for a role through the project’s Roles tab. Click the Roles tab to access this screen. (Roles are applied to users and groups in the Permissions tab).

6.3.1 Creating a Role

1. Type a name for the new role and click Add. The new role name appears in the Existing Project Roles list.

2. Select the desired permissions for this role. If you want the assign most or all permissions, select the Manage Users checkbox, then individually uncheck any checkboxes you do not want.

3. Click Save. The new role will appear in the Roles list and in the Role dropdown of the Manage Permissions screen.

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4. You can update permissions for any role by selecting the role name, turning on or off the desired permissions check boxes, and clicking Save. User permissions are updated dynamically to all users associated with that role in their individual or project group permissions.

5. Click the Create New Role button to clear the existing role selections and type a name to add another role.

6.3.2 Deleting a Role

Be very careful when deleting roles that are already assigned to users in the system. Deleting a role assigned to users will remove the user’s permissions to the project.

1. Select the role you want to delete. 2. Click the Delete button

6.4 Manage Metadata The project’s Metadata tab provides Project Administrators with convenient tools to define custom searchable metadata fields for files within a project. These metadata fields can be populated by users typing in data with various types of information from a predetermined dropdown list, or in some cases, documents containing built-in metadata fields when uploading documents. Use this screen to define a project's metadata fields and interface.

1. From the Edit Project area, select the Metadata tab.

2. Type a descriptive name for each metadata field (e.g., Author, File Status, Topic, Description, etc.).

3. In the Rank field, type the order for which the metadata field should apply on the screen to end-users.

4. The Description field is optional, but allows information about the metadata field to be displayed to the end-users.

5. In the Field Type dropdown menu, select your desired option (checkbox, select, multi-select, text, etc.).

6. Select Required if you want to require this field to be populated with data.


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7. Select Hidden from User to hide a metadata value from end-users. When selected, only a System Administrator can view the metadata field.

8. Select Editable by User to allow a user to edit a metadata field value once applied to a file. The feature is selected by default. If removed, only a System Administrator or Project Administrator can edit the metadata field.

Save before continuing!

9. Define optional values: a. Depending on which option you choose (Select or Multiselect), the Select Option Value(s)

section will display on the right side of the screen so you may define your list options once the initial metadata field is saved.

b. Type your desired dropdown value into the Add Value field and click Add Value. You must click Save to commit your values list. Clicking Add Value places the items in the list, but does not save it.

c. These values will be presented to the user for selection when they choose to upload files or download metadata from the project’s file thumbnails screen.

d. To delete a value from the list, highlight the item and click Remove Selected (be sure to click Save when finished deleting items).

e. Select a value in the Select Options Value list and choose the checkbox by Item selected by default to apply this value as a default to any uploaded file.

10. When all desired metadata fields have been defined, click Save. To remove a metadata field totally, select the name in the existing metadata fields list and click Delete.

11. You can edit any of the metadata fields by selecting the existing metadata names listed in the Existing Metadata portion of the screen.

12. To define additional metadata, click the Create new metadata button to clear the currently displayed fields and repeat the steps to define the additional items.

You can view the file's resulting metadata fields and data list boxes in the Main tab of the View File History screen and in the Upload Files dialog. Once a file has been uploaded and metadata fields completed by a user, they can only be updated by a Project or System Administrator, and – if the Editable by User feature is selected – by the user that uploaded the file.

As an administrator, you can select multiple files in a folder and simultaneously edit their metadata using the Edit Metadata button.


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When clicked, an editable table displays for all selected files. You can select a value from any available dropdown list. Click Save to update the metadata for all listed files.

6.5 Manage Project Groups ProjectDox provides for creation Site Groups and Project Groups. The following table outlines the similarities and differences between the two group types.

Project Groups Site Groups A collection of related users A collection of related users Bound by project Site groups are site-wide Permissions within the project only No Permissions Can be configured with Start/End dates No Start/End dates User can be member of any number of project groups (or none)

A user must be a member of at least one site group

PA can create and modify Only SA can create and modify


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Modifying, renaming or deleting a project group can have an adverse effect on workflows. Adding a project group without making corresponding update in the workflow will result in

the group being ignored by the workflow process.

To manage project groups, click the Groups tab within the Edit Project area.

6.5.1 Creating a Project Group

1. Click Edit for the selected project. 2. Click the Groups tab. 3. Click the New Group button. 4. Assign a descriptive Group Name and optional Start Date and Finish Date. The start and finish

date determine when the group will be active. For example, you can set up a group of bidders to be able to bid on a project for a specific length of time, by setting the Start and Finish dates. The users in this "bidders" group will be sent an invitation email on the date that is set in the Start Date field, and not when you set up the group.

You may set the group as private by selecting the Private Group check box. When this feature is turned on, the following conditions apply (see also 6.5.3 Group Project Notes):

• Members in a private group can see the project information, but they cannot see other members in the group, or any information about them.

• Site groups cannot be private and individual users cannot be private. • System and Project Administrators can see members of a private group and do not need

to be added as members of a private group. • Non-administrative users can see the name of a private group, but not its members.

5. Click Save. The new group name appears in the left pane of the Groups tab. You can delete the group by clicking the Delete button.

6.5.2 Adding Users to a Project Group You can set up a project group with no members initially, assign permissions to that group, and later add members. Any members added to the group will inherit its permissions.

To add users to a group, select that group name from the left panel of the Groups tab. If no users have been added to the group, the Selected Members area is blank. You can choose users from any of the three available tabs in the bottom section of the page: Groups, All Users, and New User. In the prompt, confirm whether to add all selected users to the group.

Groups tab – Choose a site group from the dropdown list from which to select members. Select the individual ‘Add’ check box beside each member that you want to add to the project group and click Add Selected Users. The member is added above (in Selected Members) and the name is no longer in the select users list. You can also click the Add All Users button to the right of the Groups list to invite all the members of that group to your project group.

All Users – You can select from a list of all users in the site. Select the checkboxes for the users in this list and click Add Selected Users. The names are added to your project group list and the names are no


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longer available in the All Users tab. You can use the Search text field to filter the results list for a specific user name in both the Groups and All Users tabs. Enter a name or email into the provided field and select “Enter” on the keyboard. In addition, you can sort the lists on either tab by clicking on any of the column title names (Name, email, etc.). Clicking a second time reverses the order.

New User – In this tab, you can create new users and invite them into the project group at the same time. Enter the first name, last name, email, and select a site group assignment. Click Invite. The user is added to the project group list and (unless Disable Invitation Email is selected for the group) an invitation email is sent with login information and a link to the site. If a start date has been set on the group, the email is not sent until the specified date. If the user (as defined by the email address) already exists in the system, a message appears: “The specified user already exists. The existing user has been added to the current group.”

You can view a member’s user information and group memberships by clicking the user’s name in the Selected Members area or the lists that appear using the Groups or All Users tabs. Additionally, if the user is a ProjectDox System Administrator they will have a designation of (SA) beside their name displayed on the Permissions tab.


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You can delete users by selecting the Remove checkbox beside the name(s) in the Selected Members list and clicking Remove Selected Users.

6.5.3 Project Group Notes • A project can have any number of project groups, but a group belongs to one project. • The Permissions tab (in the Project Edit screen) is used to assign roles/permissions/folders to

groups or individuals. • Project Groups can be marked as "private," which means:

The private group itself can be seen by all project members. Individual members can be seen only by Project or System Administrators, not by each

other or any non-admin users. • Users can be invited to a project group as individuals, with or without membership in groups. • When a user begins to invite another user to a project (individual permissions), only users from

the first user's site groups and project groups will be exposed for selection. • Project groups can optionally have a START DATE. Users can be added to the group at any time,

but they will not receive email invitations (if enabled) or be able to access the project until the start date.

• Project groups can optionally have a FINISH DATE (not to be confused with a project's END DATE). Once the Finish Date is reached, all access and permissions for that Project Group are suspended. If the finish date is extended, the group’s access and permissions will resume.

• Any number of Project Groups can be created per project. Keep in mind that some function depends on querying the groups, if there is greater than 30 groups for instance, the query may take longer to complete. Much depends on the quality of the SQL server and the web server.

• A user’s permissions in a project are always the sum of their individual and group permissions. For example, Group1 has permission to delete files in Folder A; Group2 has only View permissions in Folder A. User X has individual permissions to upload files into Folder A. If User X is a member of both groups, he will be able to view, upload and delete files in Folder A.

• When adding users to a project group, the dropdown under the Groups tab lists only the individual’s own site groups and their members as available options. Likewise, under the tab for All Users, they will see only a combined list of users from those same site group(s). This differs from the process of inviting individual users, where the display includes other members of the user’s project groups.

6.6 Manage User Permissions Project Administrators can manage user rights to the project through the Edit Project area. Click the Permissions tab to display this section. Project or System Administrators can grant limited management permissions to a non-administrative user by giving the user the Manage Users permission.

You can grant users access to a project by adding them to project groups, inviting them as individual users, or a combination of the two. Individual folder access and permissions are granted to users and groups by assigning roles or by selecting individual permissions for each group or individual. The permissions or roles are assigned at the time of a user’s invitation. Email invitations to a project are sent from the system when the following occur:


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• A user is added to a project group. • A user is added individually from the project’s Permissions tab. • A user is in a project template that is used to create a new project.

The Permissions tab displays the project’s current list of users and groups.

By default, the following permissions are available to users, SAs and PAs:

Feature SA Only

SA & PA

Permission Granted All Invited Users

Manage default folders X Manage default roles X

Define & manage project status selections

X

Delete Project X Manage all projects X


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Feature SA Only

SA & PA


Update SA only project status X Specify required user Info X

Enter any project X Send system-wide emails X

Manage topics & closure categories X

Manage Workflows X If a Workflow Module is installed Manage users site-wide X

Manage site language and translations X Troubleshoot site configuration X Test ProjectDox Web Services X

Active Directory Sync X Run cleanup of temp folders X

Grant SA permissions X Grant project creation rights X

Grant multiple login permission X Grant stamp permission X View user event history X

Create Project X If granted Create privileges (PCR) Import list of users X

Edit user profile X X View user profile info X X Invited Users - only user metadata

permitted X

Copy Project X X Edit project info X X

Copy file X X If granted download permission to source folder and upload to

destination folder

Move file X X If granted delete permission to source folder and upload to

destination folder

Re-sequence files X X Project Export X X Run Reports X X

Project Notifications X X Manage project roles X X

Edit/Create Site Groups and Default Templates

X

Edit/Create Project Templates X Edit/Create Project Groups X X

Apply File Stamps and Batch Stamp X X If granted stamp permissions Create stamp template X X If granted stamp permissions


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Feature SA Only

SA & PA


Manage project file metadata X X If Editable is selected for the metadata field, user that uploads file

can edit.

Manage user metadata X X Update non-SA project status X X

Manage project folders X X X Manage project users X X X

Upload file X X X Check-In/Check-Out file X X If granted Upload and

Download permissions to the same folder

Download file X X X View markups X X X

Create markups X X X Edit markups X X User who created markup

Delete markup entities X X User who created markup, if enabled by System

Administrator

Delete markup file X X X Print Brava view X X X

Review discussions X X X File level create discussions X X X

File level edit discussions X X User who created the topic/note Topic owner can also edit and

delete associated notes

View and add project level discussions X X X X

View logged in Pdox users X X X X Project level Team Mail X X X X

Search (results governed by permissions)

X X X X

Compare files X X X X View file X X X X

Manage their own notification X X X X View history X X X X

View ProjectDox help X X X X View project info X X X X

Reports permissions can only be granted by a System Administrator.

6.6.1 Manage Group Permissions Groups are created in the Groups tab and are added to the groups list in the Permissions tab.


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To add or edit permissions for the group, click the Edit permissions icon next to the group name. The Manage Permissions screen displays. Here you can assign roles and specific file and folder permissions to the group.

Whenever a group's permissions are updated, the permissions are dynamically updated for every user belonging to that group.

If permissions have been set for the group, the remove permissions icon displays for each group in the Permissions tab, under the Options column. You can use this icon to remove all permissions assigned to that group.

6.6.2 Manage Individual Permissions

6.6.2.1 Inviting or Modifying Permissions to an Individual User 1. From the Permissions tab, type the new user's first name, last name, email address and site

group, or search for an existing user by using the search field.

2. Click the Invite button. The Manage Permissions screen displays with the selected user's name in the Users dropdown. Use the Manage Permissions screen to assign role and permissions to that user for each folder within the project (see Managing Permissions below).

Once you have saved a user’s permissions settings in the Manage Permissions screen, the user will appear in the user list section of the Groups tab.

In the user list, click the PA checkbox if you want to grant that user Project Administrator privileges for this project. If the user is already a System Administrator, SA appears with no checkbox option.

You can click the Edit Permissions icon next to the user's name to view or edit the user's permissions. PA and SA users have no icon, as their project permissions cannot be modified; you can only remove them from the project.


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6.6.3 Removing a User from a Project or Group 1. Click the delete icon next to the user’s name in the list. 2. Click Yes in the confirmation dialog box.

If you are deleting users from the users list in the Permissions tab, a dialog appears asking if you want to remove the individual from all Project Groups.

Select the Remove user from all Project Groups for this project checkbox if you would like to do so and click Remove. If the checkbox is not selected, only the user’s individual permissions in the project will be removed.

6.6.4 Manage Permissions Screen

When you invite a user to a project, the Manage Permissions screen displays. If you have been granted Manage Users permissions, you can assign permissions at or below your own user level (e.g., a Project Administrator cannot grant System Administrator rights).

To grant Project Administration rights, click the Grant PA button at the top of the screen. This enables all permissions for the project, and specific entries in the Manage Permissions screen are ignored. Project Administration rights can only be granted to individual users and not to project groups.

When you click the Grant PA button, the grant takes effect immediately, without clicking Save.

6.6.4.1 Assigning a Role Choose a role from the Roles dropdown list. Notice that green checkmarks appear under different permission headings in the gray bar, showing the permissions assigned to that role.

• To assign the user that role for every folder, check the Role checkbox above the gray bar containing the Roles dropdown list.


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• To assign that user or group different roles for different folders, select the first role from the dropdown. Click the Role checkbox for each folder where you wish to apply that role. You can then select a different role in the Roles dropdown and check the Roles checkbox for the folders where you want to apply the second role. Repeat the steps for additional roles.

• You can create a new role in the Edit Project->Roles tab.

6.6.4.2 Assigning Individual Permissions without Assigning a Role 1. Select NONE in the Roles dropdown list. 2. Select individual permissions by clicking the appropriate checkboxes for each folder

• To turn on all permissions for the project, select the Manage Users checkbox above the gray bar.

• To turn on all permissions for a folder (and its subfolders), select the Manage Users checkbox corresponding to that folder.

Manage User permission does not include all the permissions held by a Project Administrator.

• Click the Clear All button to clear all permissions for the project.

With the Cascade checkbox selected at the top of the Permissions screen, clicking to grant a permission to an individual folder will automatically grant the same permission for its subfolders. Clicking to clear (remove) a permission for a folder, however, will not automatically remove the permission from its subfolders. With the Cascade checkbox cleared, clicking to grant or remove

a permission for an individual folder will have no effect on its subfolders.

3. Once you have set a user's permissions, click Save. • The Manage Permissions window closes, and the invited user’s name now displays in the

user list within the Group tab. • If the action creates a new user in the site, an email notification is sent to the user, providing

them with a login, temporary password, and a link to the site.

Should OAS be enabled, a new user will instead receive an email from OAS with a verification code. Once they have created a password, the user will be able to continue to the project.

You can return to the Manage Permissions screen to edit the user's permissions at any time by clicking next to the user's name in the list. To close the Manage Permissions screen without saving any changes, click Close Without Saving in the upper right corner of the screen. To revert to the last saved set of permissions and continue working in the screen, click Restore Original Permissions.

6.7 Project Export The Project Export screen allows Project Administrators to create, manage, and execute project export templates. These templates are established to export project contents including groups, users, permissions, roles, metadata, incoming email and attachments, discussion boards, markups and file versions. This feature is useful for exporting an entire project or specific elements of a project to a permanent archive system, on or off the ProjectDox server. Things to be aware of include:

• An exported project can only be imported into a ProjectDox site that is the same primary version

• A common purpose of export is to archive the contents of the project after approval.


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• Another common purpose of the export is to develop the project in the customer test environment and import the final result into production as a project template.

• A zipped file is not eligible for import into another system, the file must be unzipped.

Project and System Administrators have access to export project content with or without using an export template.

eForms and workflows are not included in a project export.

6.7.1 Creating a Project Export Template 1. From the Export tab of a project, click the Add New button.

• The Advanced tab will display for configuration. 2. In Template Name, type the name of the template. 3. In the Include in Export section, select the desired criteria:

a. Groups – All groups in the Groups tab (notification designations for the users and groups are included).

b. Users – Include users from the Groups and Permissions tabs. • SAs within the project are exported as PAs for security purposes. • Owner designation in the permissions tab is exported.

c. Permissions – All permissions for groups and users. d. Roles – All roles in the Roles tab. e. Metadata – All file metadata for each exported file. f. Incoming email and attachments – All incoming email and attachments for the

project. g. Discussions – All project-level discussions as well as those for any selected files. h. All Versions – select this checkbox to include all versions of the selected files.

This is an “include all or none” feature; you cannot specify only certain versions. 4. Input a destination folder for the export or, based on the template selection, the defined

destination location will display. The destination is not a local drive, the standard is a location on the web server.

a. Destination Folder – This is the location where the files and data are exported to on the network. The path can be file system (E:\ProjectExport) or a file share (\\servername\sharename). The ProjectDox PD_USR account must have appropriate permissions for the destination folder.

5. Select the output format. a. You can choose one or both options:

• Select Direct File System to export the files to the defined file system location to allow easy access by users or other applications to the exported information. The folder name will appear as project name – date - time.

• Select Zip File to compress the folder and file structure into a single zip file to the defined file system location (Destination Folder). The zip file name will appear as project name | date | time.

6. Click Save Template to save the configured settings into an export template for future use and selection from the Select Template dropdown.

6.7.2 Editing a Project Export Template An administrator can edit a template or temporarily alter its existing settings on an existing Export to export a project without saving the changes.

1. From the Export tab, select the Advanced tab.


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2. Select the desired template from the Select Template dropdown. The screen will refresh to display the current export template values.

3. Make the desired updates and click the Save Template button to save the changes.

6.7.3 Exporting Project exports are performed using export templates or by selecting values from the Advanced tab. The result of the export to the file system allows the files and associated data to be imported into a document management system. Avolve Professional Services can customize the output for your document management system.

ProjectDox now offers an import tool (available only to System Administrators) that allows a previously exported project to be imported. The import results are based on the data exported from the project.

To export project contents (groups, users, permissions, roles, metadata, files, incoming emails, and markups), a user must access the Export tab of the specific project they wish to export. Two tabs are available for exporting:

Basic tab


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The Basic tab is enabled when at least one export template has been created. This tab is a shortcut, allowing the administrator to select the desired folder(s) for export and then apply a previously defined template to the export.

To use the Basic tab:

1. From the Select Template dropdown, select the template to apply. 2. From the Select Export Folders section, select the check boxes for the folder(s) to Export. This

view shows all the folders of the current project.

3. Click the Export button. 4. A message will display, indicating an email will be sent to the user to notify them when the export

has been completed. Click OK to complete the export. 5. A message will display, indicating an email will be sent to the user to notify them when the export

has been completed. Click OK.

Settings from the Approved Export template (see below) are applied to the selected folder(s).


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Advanced tab

The advanced tab is used for configuration and management of export templates. It also provides the administrator flexibility to temporarily alter an existing template for the current export, or perform the export without the use of a template.

To export without using a template:

1. From the Export\Advanced tab select Export All Project Folders, or select the specific folder(s) to export from the Select Export Folders section.

Selecting Export All Project Folders will select all folders, whether they contain files. Exporting a folder will export its files whether the folder is selected individually or as part

of “Export all project folders.”

2. Leave the template name blank. 3. Select the desired objects from the Include in Export section:

a. Groups b. Users c. Permissions d. Roles


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e. Metadata f. Discussions g. Markups h. All versions

4. Enter a destination folder (see previous requirements). 5. Select the output format. 6. Click the Export button. 7. Click OK to the pop-up message to initiate the export.

An email will be sent to you with the results of the export process. If the export fails, the error will be included in the email. If the export succeeds, the email will contain the pertinent information.

When the system exports a project, it applies the following naming convention to the resulting folder/zip: project name – date – time.

The results in the PdoxTemp folder must be retrieved by an admin with access to the web server.

Save the email message from a successful project export. Should an import be needed in the future, the path information can easily be copied from the export email.

6.8 Notifications Project and System Administrators can use the Notification tab of the edit project screens to set notifications at the project level for specific users or groups. To set notifications, select a User Name from


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the list of Available Users, or select a Group Name from the list of available groups. The notification event options screen displays for each user or group where you can choose your options. The user or group will get an email notification each time one of the selected events is fired anywhere in the project - with the exception that the user triggering the event will not receive an automatic notification of their own activity.

Click Update to save your changes. You can click Unsubscribe at any time to remove notifications for the selected user or group. Note that users can turn on/off notifications for any folder that they have access to through the Project folder’s Subscription Manager screen, but they cannot turn off notifications set by an administrator through the project’s Notification tab (Edit Project->Notifications).

You can click the link at the top of the Subscription Manager screen to view or edit all subscription information that a selected user or group has set for this project at all folder and file levels. Use the Modify button to change any notification options shown.


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6.9 Manage Reports The Reports tab allows an administrator to update the reports which are viewable from within the project by either selecting the checkbox to allow the report to be viewed from within the project (via the Project Reports button or Reports tab) or removing the checkbox to hide the report from view.

When all reports or no reports are selected in this screen, all reports will be available for viewing by project users. Should only some be checked in this screen, only the selected reports will be

available for project users.

6.10Manage Workflows 6.10.1 ProjectDox Workflow The Workflows tab is present if your installation uses the ProjectDox workflow. Project Administrators typically use the tab to view the eForm and workflow properties. Notice that the sample below shows the project name only. Others may have more details, such as project name followed by name of the workflow, or eForm followed by the name of the user who started the workflow, for example: B14-03140008 – eForm_Building_Standard – Started by: Nikki Thorne.


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When a workflow is started, it creates two rows with links to access the eForm and workflow metadata. When a link is selected, metadata will display related to the review. It is important to know how the workflow stores the values of the fields: any free form editing or deleting will adversely affect the process.

An administrator may cancel a workflow from the Workflow tab. When a workflow is cancelled, it removes the workflow row from the Workflow tab, leaving only the eForm row to display, and removes any tasks assigned to the users.

6.10.2 ProjectFlow For projects using ProjectFlow, the tab in the Edit Project screen is titled ProjectFlow. The information about the workflow is displayed as in the following example:


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The history of workflow instances is displayed. Currently running workflow instances can be identified by the information under the STATE column. There is no separate eForm listing.

To stop a workflow instance from running, click on the Edit Workflow Instance icon within the ProjectFlow tab.

The Workflow Instance Editor will open. To terminate the workflow instance, click on the Terminate button and enter a reason for the termination.


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7 Project Archiving and Unarchiving Project Administrators can archive projects to manage the number of active projects that display on the user’s home page list. When a project is archived, the project and project data remain intact, but are moved to the Viewed Archived Projects area, which is only accessible to administrators. Any archived project can be unarchived. When a project is unarchived, its normal accessibility is restored. Projects are available for archival at any time.

7.1 Archive As seen previously, the Project Information screen includes an Archive checkbox. Follow these steps to archive a project:

1. In the Project Information screen of the project you wish to archive, click Archive, then Save.

2. The following dialog will appear. Click OK.

3. When the archive process completes, the main page displays.

If you have no rights to other active projects, the screen will include the following message: No projects found.

4. You can click Archived Projects to see a list of archived projects you have PA rights to.


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7.2 Unarchive Follow these steps to unarchive a project:

1. From the Projects Screen, click the View Archived Projects button to see a list of archived projects you have PA rights to. The Archived Projects List appears:

2. Click Unarchive for the desired project. The system will unarchive the project.

8 Run Reports 8.1 Project Reports By default, any user can run a project level report from the Reports tab or Project Reports button of a project. There are 19 available standard project reports, which provide project-specific information.

To execute and view the report, click the View Report icon .

Each report has a report viewing toolbar with the following features:

• page navigation • keyword search • parameter entry (such as date range) to narrow the results of the report • export data into an alternate format • refresh display

To export report data into another format for viewing outside of the ProjectDox application, in the viewing toolbar select the format from the “Select a format” dropdown. There are several options available including XML, CSV, TIFF, PDF Web Archive and Excel.


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1. From the Available Reports list, click the Report icon to view the information in Report Viewer. The sample below is for Current Project – All Files Report.

2. From the Export Options dropdown of the report viewer, you can choose to export the data to

XML, CSV, PDF, HTML, XLS, TIFF, or DOC format.

3. Click the Export link to export the report into the selected format and click the Save button to

save it to a location of your choice.

8.2 Site-Wide Reports A system administrator may grant permission to a project administrator or other selected users of the application to view reports classified as “Sitewide” reports. The standard site-wide reports are listed below and subject to change by the system administrator:


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9 Reset User Passwords

This feature is not applicable for sites with OAS enabled.

The reset user password feature provides access to the Admin button located on the upper right-hand corner of the application. When the reset password permission is granted to a user by a System Administrator, it allows access to the administration area and the Users menu from the available dropdown. Selection of the Users menu provides a limited view of the Users screen, displaying the names and emails of the user accounts that can be selected to reset their passwords or manage the user’s profile.

To reset a user’s password, follow the steps below:

1. Click the Admin button. 2. Select Users from the dropdown. 3. Find the user within the list and click on their linked name. 4. Click the Reset User’s Password button.


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Selection of the Reset User’s Password button will initiate an email to the selected user with a temporary password to allow them access to the site.

10 ProjectFlow 10.1 Terminology Workflow Definition

A workflow definition is based on the dynamic objects and steps you use to build your workflow, from start to finish.

Workflow Instance

This is a running instance of a workflow definition. It refers to the objects and steps created to perform the workflow for a specific project. Many instances can be created based on a workflow definition. All instances will be shown for the respective definition, whether they are still running, have been completed, or have been terminated.

Process Instance

This will run the workflow engine to process this specific workflow instance.

Restart Instance

This button resets the workflow state from an errored state back to a normal state, so the instance can be processed by the workflow engine again. This is when an instance has errored out and someone has resolved the error and the workflow needs to continue executing.

Workflow Version

Allows the flexibility to modify a workflow definition without interference with running workflows and project creation. A version is created from an existing definition and modified for becoming the active version once completed. Any new project created will use the active version of a definition.

Rules:

1. Only one version of a workflow definition can be active at a time. 2. To delete a version, it must be inactive. 3. Whether a workflow is started manually or uses the AutoStart feature, it will use the active version

of a workflow definition by default. Workflow Type

The general type of permit (such as building, planning, etc.) associated with the project.

Activity

An activity is a step or stage within the workflow. The activity could be an evaluation of a series of conditions, or a simple step with one or more tasks.

Workflow Designer

The palette where a workflow definition is created.

Task

An assignment in the workflow process assigned to a user, or to a group of users.

Global Task List


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The list of site-wide tasks for a user. This is displayed on the Active Projects page, below the list of projects the user has been invited to.

Project-Specific Task List

A list of the workflow tasks for a certain project. If you are part of a Review Coordinator group, you will also see a list of workflow instances under the list of tasks. These instances will only display when they are in the Department Review step.

Formlet

A component of an eForm. Each formlet corresponds to a section of the eForm, such as Department Review or Applicant Upload.

eForm

An HTML page composed of formlets, designated and created by the author of the workflow.

First in Group

One of the methods of assigning tasks in ProjectDox. Using this method, a pending task is assigned to a group. All members of that group are notified, and the task appears in their task list. The first user who accepts the task becomes responsible for its completion. For example, the Fire Department may consist of five persons. Using the FirstInGroup setting, the entire department will be notified of the review and task issued. When one of the users in Fire accepts the task, it will be assigned specifically to that user, and the task will disappear from the task list for the other four users in the group.

All in Group

Another method of assigning tasks in ProjectDox. This option sends the task to all users within the specified group. To move the workflow to its next step, all members of the group must complete the task.

Individual

A method of assigning tasks in ProjectDox. When this option is selected, the task is assigned to a specific individual.

10.2 ProjectFlow Icons

ProjectFlow Icons

Add Appointment Export

Start Workflow View Task Notes

Reassign Task Open Workflow Designer

View Instances View Versions

Edit Generate CRD

Save Save As

Generate PDF Validate

Select Pan

Connect Undo/Redo

Cut Copy

Paste Delete


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Group Ungroup

Conditional Department Review

Label Notify

Set Folder Permissions Update Project

Update Workflow Instance Data Mapping

Map Users to Group Batch Stamp

Export Project Generic

Monitor Sub-Workflow Set Sub-Workflow Status

Start Terminate

Fit Zoom In

Zoom Out Actual Size

Zoom Outline

Set global tabs Set global tabs properties

Edit Formlets/Activity

Relationship Edit Formlet Properties

Refresh Process Instance

EForm Buttom Configuration Edit Activity Properties

View Activity Tasks Jump to Activity

10.3 Assigning Workflows A Project Administrator can choose what workflow versions are available for selection in a project when manually starting a workflow.

To do this, follow the steps below:

1. Navigate to the desired project’s Edit area. You can do this in two ways: a. Enter the project, then choose the Edit button from the toolbar.

b. Select the Edit icon associated with the project from the Active Projects List screen.

2. Click on the ProjectFlow tab and scroll down to the Assign Workflows area.


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3. Select the checkboxes for any workflow definitions you would like available. 4. Click Save.

10.4 Viewing Workflow Instances A Project Administrator can view all workflow instances related to a specific project, whether active or completed. To view these:

1. Navigate to the desired project’s Edit area. 2. Click on the ProjectFlow tab. The Workflow Instances table will display.

10.5 Editing a Workflow Instance Project Administrators can change an instance’s name, enable Debug Mode or change the calendar configuration. Other fields appear in read-only mode and are not available for editing purposes. To edit a workflow instance, follow these steps:

1. Navigate to the desired project’s Edit area. 2. Click on the ProjectFlow tab and locate the instance you need in the Workflow Instances list.

3. Click the Edit Workflow Instance button . 4. Make the necessary adjustments.


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Some of the information within this area will be presented in read-only form and cannot be modified.

10.6Disable the Task List Instance The instances grid can be hidden on the ProjectFlow task list for specific groups. This can be done by selecting the Disable Task List Instances checkbox on the group admin page for projects and project templates. If the user is an SA or PA then the user will always see the instances list regardless of group membership. The option will only show if ProjectFlow is enabled.


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10.7Viewing the Status of a Workflow A Project Administrator has access to the status of a workflow during any given point of the process. To view the status of a project’s workflow:

1. Navigate to the desired project’s Edit area. 2. Click on the ProjectFlow tab and locate the instance you need in the Workflow Instances list. 3. Click the Open Workflow Designer button . 4. A window will appear, with the workflow designer displayed. The active step of the workflow will

display in green.

10.8 Restart a Workflow Instance To allow the customer to move more quickly and easily recover from errors in the workflow, a Restart Workflow Instance Button has been added to the top of the Workflow Instance Designer. The button will only display if the instance is in an error state and the user is a PA or SA.


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10.9 Formlet Properties Some formlets have additional properties which can be enabled or disabled by a Project Administrator. To do this, you must follow the steps below.

1. Navigate to the desired project’s Edit area. 2. Click on the ProjectFlow tab and locate the instance you need in the Workflow Instances list. 3. Click the Open Workflow Designer button . 4. A window will appear, with the workflow designer displayed. 5. Select the activity desired and click its Edit Formlet Properties button.

6. From the dropdown, select the formlet you need.

7. Use the checkbox to enable or disable the property.

10.10 Activity Properties Each activity found in the workflow designer has corresponding settings which can be edited by a Project Administrator, including the ability to add task reminders.


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These settings can be accessed via the project’s Edit screen, within the ProjectFlow tab. The steps below outline how to reach these settings in the workflow designer.

1. Navigate to the desired project’s Edit area. 2. Click on the ProjectFlow tab and locate the instance you need in the Workflow Instances list. 3. Click the Open Workflow Designer button . 4. A window will appear, with the workflow designer displayed. 5. Select the activity desired and click its Edit Activity Properties button.

6. The activity’s properties will display. Modify what is needed, then save.

10.11 Review Configuration Instance Manager The review configuration of a workflow is what dictates the hierarchal structure of this process. Should adjustments to this be necessary, a PA can make them. To access the Review Configuration Instance Manager, follow the steps listed below.

1. Navigate to the desired project’s Edit area. 2. Click on the ProjectFlow tab and locate the instance you need in the Workflow Instances list. 3. Click the Open Workflow Designer button . 4. A window will appear, with the workflow designer displayed. 5. Click on the Edit Activity Grouping Properties button . This button is located on the bottom

right corner of the Department Review grouping. The Activity Groupings Properties: Department Review screen will display.


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6. Click the Edit Review Configuration button next to the Review Configuration field. Only

users in the Coordinator Group can edit the review configuration.

7. Add or remove groups as needed by using the directional arrows.

Rules • A group can only exist in one place of the configuration. • There can only be one group at the top of the configuration hierarchy. • If groups are added, deleted, or their name changes (whether at the project or template

level), the workflow configuration must be updated to reflect this. This will prevent the group from being unavailable for review tasks.

• Each point in the hierarchy can have unlimited subgroups. • Each group in the review configuration can have a specific “due days out” set. If left blank,

the default of 7 business days will be used.


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• Groups which have tasks assigned (whether pending or accepted) cannot be moved within the review configuration, or deleted. If you want to move or delete a group, un-assign the task.

• A group which has been part of a prior review cycle will not be allowed to be deleted.

11 Appendix Try your hand at the following questions and exercises to test your Project Administrator knowledge, in a project you can safely use as a sandbox.

1. Which group(s) can start the workflow? 2. Create a new project group, with a finish date. 3. Create a new folder with the same name as the project group. 4. Give view, upload and download permissions to the group. 5. Add two existing class members to the group. 6. Upload files into the folder. 7. Set the default sort order of files. 8. Choose one of the users you added to the group, and give them individual permissions to the

project. 9. Who was the last user to enter this project, and when? 10. List all the resources you have for getting information about the workflow in your project. 11. What is the interaction between the system/workflow and the following actions:

Object/Action System/Workflow Response to Action Prevent Ignore Accept Derail

Add a project group Add user to project group Rename a project group Delete user with individual permissions (who is not a member of any project groups)

Delete a user from project group (not last user in group and has no workflow tasks)

Delete last user from project group, or who has workflow tasks

Delete last user from project group, or who has workflow tasks

Add user with individual permissions only

Delete a role Modify a role Create a role Create a folder Delete a folder Rename a folder

11.1 Creating a Project

If you have project creation rights (PCR) or are a System Administrator, the Create Project button will be available on the Active Projects List screen. To create a new project:


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1. Click Create Project. 2. Enter the project information into the required fields:

a. Project Name b. Description

3. Select a Template. a. A project template creates the default folder structure, metadata, project groups and

group permissions in projects which are created based on it. 4. Fill in all other Project information. Project information and options can be modified later through

the Edit Project screen (except for the Versioning Enabled setting). • Status and Status info –The status options typically relate to workflow status. These

are optional fields. • End Date – This optional field is used to set an end date for the project. This is a visual

indicator and has no additional functionality behind it. • Pass-Through Extensions –This field allows you to enter file types that can be stored in

the project but that you do not want ProjectDox to process for viewing (e.g., .mov, .avi). Enter file extensions, separated by a comma. These files will be downloaded to the client’s local machine and will be opened as a locally installed application.

• Versioning Enabled – ProjectDox will maintain file versions for files uploaded with the same name as an existing file in the project. Once versioning is enabled for a project, it cannot be turned off. Each file version is logged in the original’s history, along with its associated markups. File-level Discussions remain available for viewing, editing and adding, regardless of file versioning. The Discussion report will display the version of the file associated with a topic’s creation.

5. Click Save. The new project will now appear in the Active Projects List screen.


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11.2 Batch Stamp

The following information generally applies only to sites which have the Batch Stamp feature enabled.

The Batch Stamp feature allows a user with stamp permissions to select multiple files (from a single folder, multiple folders, or across projects), convert copies of the files from their native format to PDF, TIFF, or DWF, and place the copies in a single designated destination folder. This is referred to as Batch Publishing. When a raster stamp (JPEG or PNG) or dynamic stamp is also applied to the copies, the process is referred to as Batch Stamping.

Avolve Software strongly recommends the PDF output option for Batch Stamping. Publishing the approved file into a PDF file is preferred since the vector formal will maintain the quality of the file for amendments or any type of additional use.

11.2.1 Permissions Only users that have been granted permissions by a systems administrator (SA) will be allowed to batch stamp or batch publish. These permissions are set in the Admin -> Users section. If the Stamp permission is enabled, the user will have access to all the batch stamp templates, stamps and dynamic stamps. Additionally, the user will need upload permissions on the destination folder (the location where the batch processed file will go).

11.3 How to Batch Stamp Files 1. Click the folder name to access the file view page. 2. Click the thumbnail image check boxes to select the files you want to batch stamp. 3. Select the batch stamp files icon . The Batch Stamp options page appears in the right frame

of ProjectDox with the files staged for stamping in the Selected Files window.

4. From the Basic tab, select a template from the dropdown. 5. Click the Process Batch button to start the stamping process. 6. Additional files can be added from other folders of the project prior to selection of the Process

Batch button. To add more files to the Selected Files window, follow steps #1-3 to add additional files. To remove any file from the list before processing, click the red X next to the file name in the Selected Files window.

11.3.1 How to Batch Stamp Files across Projects The batch stamping process has the flexibility to allow stamping or publishing across folders of a project as well as across projects. To perform a batch stamp or batch publish across projects, the below steps can be followed:

1. Click the folder name to access the project’s file view page.


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2. Click the thumbnail image check boxes to select the files you want to batch stamp or publish. 3. Select the batch stamp files icon . The Batch Stamp options page appears in the right frame

of ProjectDox with the files staged for stamping in the Selected Files window.

4. Click the Projects button and navigate to a different project.

Notice that the batch stamp icon still displays while in folder view. This is an indication that 1 or more files are staged for stamping and remain in the Select Files window until the user completes one of the actions below:

• Clicks the Process Batch button to process the staged files. • Deletes the files in the Select Files window using the red X. • Log out of ProjectDox to clear the Selected Files window.

5. Repeat steps 1-3 for the second project. 6. Select the template from the Basic tab. 7. Click the Process Batch button.

11.4 Batch Publish Files The difference between batch stamping and batch publishing is that when the latter is performed, no stamp is applied. When performing a batch publish, the batch stamp template selected (or the settings selected on the Advanced tab) should have no stamp template selected. Copies of the selected files are published into destination folder with the characteristics specified in the other indicated settings.


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File History - the batch stamping or publishing event displays in the history for the original file only. The resulting stamped files only show upload information

11.5 Creating, Modifying and Saving Batch Stamp Templates To create, modify, and save Batch Stamp templates, use the Advanced tab of the Batch Stamp Options panel, as shown below.

11.6 Creating a Batch Stamp Template 1. In the Template Name field, type in a template name. 2. Select whether to Merge Documents. There is limited file size functionality for this feature. 3. If Yes is selected, the Template Name field will display and should be populated with the merged

document file name. 4. In the Output File Type field, select which format to use as your output format for all selected files.

Available choices include PDF, TIFF, or DWF. 5. In the Destination Folder area, select the check box for the directory where you want the

published output files placed, or type a valid destination directory. 6. Select whether to Burn in Markups. Once burned in, markups cannot be removed from the

published rendition of the file. 7. In the Inherit Metadata area, select whether to apply the metadata from the originating file and

apply to all output files of the batch. In some cases, the approved files are programmatically placed in a document management system and the metadata acts as a way to categorize the files.

8. In the Where to place Stamp field, select an area of the document from the dropdown menu. The selected stamp will be published on all output files in the page location specified.

9. In the Pages to Stamp area, select which pages of the document to stamp from the dropdown menu. Available options are:

• All • First • First and Last • Last


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10. In the Select Stamp area, you can optionally select from the dropdown menu a markup stamp or raster stamp to apply to all of your processed documents. Stamps can contain dynamic text (table of tokens that can be used in these text strings is listed below).

11. After selecting the desired options, click Save Template to save your options as a new template that will become available in the Select Templates dropdown list for future batch processing.

12. When you are ready to process the batch with the specified options, click Process Batch. A rendition of the files will be created in the specified output format and appear in the chosen output directory. A link to the output directory appears in place of the batch options screens allowing you to quickly navigate to that folder and view the output files.

13. Optional. Click Notify Project Members and the Team Mail window will appear, allowing you to

send an email notification to selected users and groups. The users and groups will only be able to view the file if they have permissions to the destination folder. If they do not have permission, the email serves as notification that the process is complete.

11.7 Multiple Project Batch Stamping Notes • Files can be stamped across projects. The destination project for the stamped files is

the last project you accessed before going to the batch stamp options page. • Templates are NOT project-specific. However, they are set up for output to a target

directory. If the directory does not exist in the destination project, then you will be prompted to choose a valid directory. You can always choose a valid destination directory by checking one in the directory listing.

11.8 Stamp and Stamp Templates

If the Batch Stamp feature is not enabled for your ProjectDox site, the only available stamp-related option will be manually incorporated image stamps.

Two types of stamps can be used with batch stamp templates. Raster stamps (JPG, BMP, or PNG images) must be loaded to the server in a location available to the Job Processor. The image should be created in the desired size and off set of the image specific to a sheet size. ProjectDox will not scale the image. If the image is created at 2 inches by 2 inches, it will be placed at that size on either a 36” X 48” sheet or an 8.5” X 11” sheet. Dynamic stamps are stored in the database and use tokens as placeholders for dynamic information such as the project name or current date, as well as static text or graphics to be stamped (displayed) on the resulting file. During the stamping process, the token is replaced with the applicable information. Any user with "Stamp" permissions can create a dynamic stamp through the Brava viewer's Stamp Template feature.

The following list shows all the replacement tokens that can be used with Dynamic Stamp:

PROJECT TOKENS FILE OWNER TOKENS USER TOKENS


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%ProjectName %ProjectID %ProjectDescription %ProjectStatus %ProjectLocation %ProjectContact %ProjectEmail %ProjectCellPhone %ProjectPager %ProjectSourcePath %ProjectPublishPath %ProjectURL %ProjectCreateDate %ProjectEndDate %Date %Time

%OwnerUserID %OwnerUserName %OwnerCompany %OwnerTitle %OwnerAddress1 %OwnerAddress2 %OwnerCity %OwnerState %OwnerCountry %OwnerZipCode %OwnerWorkPhone %OwnerCellPhone %OwnerPager %OwnerFax %OwnerEmail %OwnerLastLogin %OwnerSignupDate %OwnerUserLanguage

%UserID %UserName %Company %Title %Address1 %Address2 %City %State %Country %ZipCode %WorkPhone %CellPhone %Pager %Fax", RequestingUser.Fax); %Email %LastLogin %SignupDate %UserLanguage

FILE TOKENS FILE METADATA USER METADATA %FileID %FileAuthorID %FileName %FileSize %FileSourcePath %FilePublishPath %FilePublishURL %FileUploadDate %FileVersion %FileSheetSize %FileSquareFeet %FileFriendlyPath %FileErrorCode %FileErrorMessage

FOLDER TOKENS %FolderID %FolderParentID %FolderName %FolderSourcePath %FolderPublishPath %FolderCreateDate

%FileMetadata1 %FileMetadata2 %FileMetadata3 %FileMetadata4 %FileMetadata5 %FileMetadata6 %FileMetadata7 %FileMetadata8 %FileMetadata9 %FileMetadata10 %FileMetadata11 %FileMetadata12 %FileMetadata13 %FileMetadata14 %FileMetadata15 %FileMetadata16 %FileMetadata17 %FileMetadata18 %FileMetadata19 %FileMetadata20 %FileMetadata21 %FileMetadata22 %FileMetadata23 %FileMetadata24 %FileMetadata25

%UserMetadata1 %UserMetadata2 %UserMetadata3 %UserMetadata4 %UserMetadata5 %UserMetadata6 %UserMetadata7 %UserMetadata8 %UserMetadata9 %UserMetadata10 %UserMetadata11 %UserMetadata12 %UserMetadata13 %UserMetadata14 %UserMetadata15 %UserMetadata16 %UserMetadata17 %UserMetadata18 %UserMetadata19 %UserMetadata20 %UserMetadata21 %UserMetadata22 %UserMetadata23 %UserMetadata24 %UserMetadata25

11.9 Creating a Dynamic Stamp and Stamp Template Creating a dynamic stamp is like creating other markups. By using the following steps, the tokens are added as text fields and will be replaced when the stamp template is executed.


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1. Click on a file in the file thumbnail list to display the file in the viewer.

2. Click and select Stamp Template->New. 3. On page 1 of the file, use the Markup Text tool to create a text box and enter any of the tokens

listed in the ProjectDox tokens table.

4. Add any other markup entities you want to include in the stamp template and choose -> Stamp Template - >Save (or Save As) and enter a name for the new stamp template.

5. Choose Stamp Template ->Close. Your new stamp can now be applied through the batch stamp options page and will be available to all users.

11.10 Stamp Template Notes • When a new or existing stamp template is open for edit, the Save Markup menu items are

disabled. In addition, the following markup tools are not available and cannot be used when creating stamp templates: Changemarks, redaction tools, Place Stamp, hyperlink, and edit text tools.

• A group of entities must be created on the first page of the file to be saved as a stamp template. • After saving a template that contains dynamic tags, you should verify that the template works as

expected by opening a file in the Viewer and creating a new markup layer that includes the stamp to be tested.

11.11 Adding the Template to the Batch Stamp Template 1. Select files to be stamped, then click the Batch Stamp icon. 2. Select the Advanced tab and select a predefined template.


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3. In the Select Stamp area, choose the stamp template that you just created and process the batch. In this case, the Stamp name is “Wellington 11X17.” This is where the Stamp Template and the Batch Stamp Template come together.

When you view the output file in the destination folder, you will see that the stamp is applied to all processed files and the values of the tokens are updated with the specified information.

The original file in this example was a PDF and has also been selected as the output format.


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11.11.1 Image Special Considerations Images (JPG, BMP, or PNG files) can be inserted into a single file with the "Insert Image" Markup tool. Using the same tool, the images can be inserted when creating stamp templates to be used with the Markup Stamp tool.

The following special considerations apply to the creation, use, and behavior of images in Brava:

• The image should be created in the desired size and off set of the image. Brava will not scale the image. If the image is created at 2 inches by 2 inches, it will be placed at that size on either a 36” X 48” sheet or an 8.5” X 11” sheet.

• Once created, the stamps must be loaded to the server in a location available to the Job Processor.

• Black and white images have special behavior when viewed in Brava: o If an image is "black" and "white" only, the black pixels are drawn with the entity's current

color and white pixels are drawn transparent. o What determines whether an image is considered color or black and white? Brava

examines every pixel to determine if it is 0,0,0 (black) or 255,255,255 (white). The test has a tolerance of 60, meaning that a pixel is considered black if all its values are within 0 to 60. A pixel is considered white if its values are all within 195 to 255.

o If an image contains a third color, outside of the black/white tolerance, all colors are drawn opaque.

Editing an Existing Stamp Template

1. Open a file in the viewer. Consideration should be given to sheet size and file type when selecting the file to be used for editing the stamp.

2. Click on the toolbar and select Stamp Templates -> Open. 3. Choose a Name in the "Open Stamp Templates" list box and click OK. The template opens at the

same coordinates as when it was last saved. 4. You can edit the individual elements of the template like any other markup file by adding,

deleting, moving, and copying markup entities.

You cannot copy markup entities to other pages of the document. The template must be created only on page 1.

5. When finished editing, select - > Stamp Templates->Save to save the template with the same name (overwrite). Select Save As if you would like to save the template with a different name.