Objects and Permissions

enaio® coLab • 11.0 »

Folders and files can be added to a project room in enaio® coLab. We also differentiate between the enaio® coLab upload type and various enaio® object types. The user rights and the object type determine which project member is allowed to add and edit which objects. The following tables provide further information on this.

Creation Permissions

Folders in enaio® coLab can only be created, renamed, moved, and deleted by enaio® users, as folders in enaio® coLab are based on enaio® register types and can only be created in an enaio® client.

Files in enaio® coLab can be based on both enaio® object types and the coLab upload type. The former can only be added to a coLab project room via an enaio® client, whereas the latter can be added to a project room both from the local file system and via an enaio® client (see Adding Folders and Files). This results in the following creation permissions:

  Guest Member Owner
Add folder x* x* x*
Add files from the local file system   x x
Add files from enaio® x* x* x*
* Only if the project member is also an enaio® user and possesses the rights to create, copy, move, or link registers or files at the location of the root object.

Editing Permissions

You can see which editing rights you have for a certain object in a project room in the files view in enaio® coLab. The icons behind a file in the directory structure indicate which editing rights you have for this file. The following editing permissions apply, depending on the project member role:

  Guest Member Owner

Download file icon 'Download file'

 x x x

Replace file icon 'Replace file'

   x1 x1

Create task icon 'Create task'

 x x x

Create message icon 'Create message'

 x x x

Share file icon 'Share file'

     x2

Delete file icon 'Delete file'

     x

Rename file icon 'Rename file'

     x3

1 Not for files that were added based on enaio® reference documents.

2 The Share file function is not shown for project members who are signed in via social media (Google, for example).

3 Files added from enaio® based on an enaio® object type can only be renamed in an enaio® client. Files added from the local file system or from enaio® based on the coLab upload type can be renamed in enaio® coLab.

Editing rights can differ from object to object in enaio® coLab. Objects that have been added to a project room via an enaio® client, in particular, differ in their editing options:

  Folder File/coLab upload type enaio® object type enaio® reference document enaio® document with multiple locations

Download file icon 'Download file'

 x1 x x x x

Replace file icon 'Replace file'

   x x   x

Create task icon 'Create task'

   x x x x

Create message icon 'Create message'

   x x x x

Share file icon 'Share file'

   x x x x

Delete file icon 'Delete file'

 x2 x x x x

Rename file icon 'Rename file'

 x2 x x2 x2 x3

1 Can be downloaded in the files view using the Download file icon 'Download file' button (with the checkbox activated).

2 Can only be renamed or deleted in an enaio® client.

3 Depending on the underlying object type. Files added from enaio® based on an enaio® object type can only be renamed in an enaio® client. Files added from the local file system or from enaio® based on the coLab upload type can be renamed in enaio® coLab.

Special Features of enaio® Object Types

There are some special features when editing file contents in a coLab project room due to the extensive functionality of the enaio® object types:

A reference document is a document in enaio® with multiple locations and several index data forms.

Replace: Reference documents cannot be replaced in enaio® coLab.

Delete: If a reference document is deleted in enaio® coLab, only the reference document with its index data is deleted in enaio®. The original document is not deleted.

Reference documents in a coLab project room can be recognized by the fact that you are not able to use the Replace file icon 'Replace file' feature in the coLab directory structure.

A document with multiple locations in enaio® has multiple locations, but only one index data form.

Rename:

  • You can rename a document with multiple locations based on the coLab object type in enaio® coLab.

  • You cannot rename a document with multiple locations based on the enaio® object type in enaio® coLab. You can only rename this file in enaio® client.

Replace: If a document with multiple locations in enaio® coLab is replaced, this also applies to all locations of this document in enaio®.

Delete: If a document with multiple locations in enaio® coLab is deleted, only the location in enaio® is deleted. The original document is not deleted.

A document with variants is a document in enaio® that manages older versions of the document in a variant administration system. However, only the active variant is shown.

Replace: If a document with variants is replaced in enaio® coLab, then only the active variant is replaced in enaio®.

Delete: If a document with variants is deleted in enaio® coLab, only the active variant is deleted in enaio®. The original document is not deleted. The original document is set as the active variant.

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.