The Files View

enaio® coLab • 11.0 »

Every project room has its own files view. The files view gives you an overview of the files stored in the project room. You can open the files view by clicking the Files icon Files icon in the header of enaio® coLab. The files view is divided into the directory structure and preview areas.

The Directory Structure

The directory structure lists all the folders and files that are in the project room as a table. You can sort and filter this table. To sort, click in the column header of Title, Info, or Edited on.

The following functions are available for editing the files in the Actions column depending on your project member rights (see User Interface and Roles):

If you click the Download file icon 'Download file' icon, depending on the settings in your browser, you will be offered the selected file for download or for opening with the locally configured application.

Clicking the Replace file icon 'Replace file' icon opens a dialog in which you can upload a file from your local file system to the project area of enaio® coLab using drag and drop or a file selection dialog. The file selected in enaio® coLab will be replaced in the project room and in the enaio® filing system. Download the latest version first if you want to compare and merge the versions.

This function is not shown if the corresponding document in enaio® is a reference document. This function is also a prerequisite for editing Microsoft Office documents with enaio® office-365-dashlet (see enaio® office-365-dashlet).

Clicking the Create task icon 'Create task' icon will open a dialog in which you can create a task and assign it to a project member. The created task is then shown in the tasks view with a link to the selected file.

Clicking the Create message icon 'Create message' icon will open a dialog in which you can create a message. The created message is then shown in the project’s home screen with a link to the selected file.

Clicking the Share file icon 'Share file' icon will open a dialog in which you can create a link that enables external users to access to this file. You can also set the duration of the link’s validity in the dialog. A detailed description of the process can be found on page Sharing Files.

Clicking the Delete file icon 'Delete file' icon will delete the selected file in both the project room in enaio® coLab and in the enaio® filing system.

Clicking the Rename file icon 'Rename file' icon will open a dialog in which you can rename the selected file. It will also be renamed in enaio® coLab and in the enaio® filing system.

You can only rename files in enaio® coLab that are based on the coLab upload document type. The Rename file icon 'Rename file' function is not shown for files that are not based on the coLab upload document type (see also Renaming Files and Folders).

Folders are indicated by a Folder - icon Folder icon in the directory structure. They can only be created, renamed, moved, or deleted by enaio® users in enaio® client, enaio® webclient, enaio® webclient as a desktop application, or enaio® mobile.

Clicking a Folder - icon Folder icon will open the folder. You can return to a higher-level folder by clicking the corresponding folder in the breadcrumb bar.

The first column in the table contains checkboxes for downloading multiple files in a *.zip container. If you activate the checkbox in the column header, all files in the project room, including folder structures, are downloaded to the local file system (see Downloading Files and Folders). Use the Download files button to download multiple files.

You can upload a file from the local directory to the project room by clicking the New file button (see Adding Folders and Files).

The input field for filtering the table contents is located in the footer of the table.

The Preview Area

The preview area shows the content of documents. To view the content of a document in the preview area, you first need to select the matching document in the directory structure. The document content will be shown until a different object is selected in the directory structure.

Various applications can be used in the preview area to display the content of the selected documents:

  • Content preview

    The content preview is a PDF-based preview of the contents of the selected document. It is possible to scroll through multi-page documents in the preview, select text, and copy them to the Windows clipboard. The content preview also offers a function that allows you to search the contents of the displayed document. See Content Preview for a detailed description of the content preview.

  • enaio® office-365-dashlet

    If your coLab system is configured accordingly and you as a project member are also an enaio® user, and you have the editing right for files in Replace file icon 'Replace file', you can use the optional enaio® office-365-dashlet to display and edit Microsoft Office documents. See enaio® office-365-dashlet for a detailed description of the dashlet.

If the features described above are not available to you, then it may be because you have been assigned a user-defined role that does not contain the corresponding rights. Contact a coLab administrator or the project room owner if you have any questions or if you need these rights.