Files View

enaio® coLab • 11.10 »

Every project room has its own Files icon Files view. The files view gives you an overview of the directory structure in the project room and the files it contains. Open the files view by clicking the Files icon Files icon in the main navigation.

The header of the workspace provides information on which project room you are currently in and what your member status is. 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.

The breadcrumb bar above the table shows your current position in the project room. It also allows you to return to the project overview page or to quickly access other levels of the project room.

You can filter, sort, and configure the table. You will find the filter input field, which is in the center above the table. To sort a column, click in the header of a column. You can change the column order by holding down the mouse button and moving the column header to the desired position. Use the menu for Table configuration icon Table configuration in the table header in order to show or hide columns. See Customizing the Files View for a detailed description of this.

Folders are indicated by a Folder icon Folder icon in the directory structure. 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.

If you select a file in the directory structure, a PDF-based preview of the contents of the file is shown in the preview area (see The Preview Area). Only a placeholder icon is shown in the preview area for selected folders or if a PDF cannot be rendered from a selected file.

The following functions are available for editing the folders and files directly in the table depending on your project member rights (see User Roles) and the respective context:

Functions that are not available to you for legal or technical reasons are grayed out in enaio® coLab.

Opens a drop-down menu for showing or hiding table columns in the directory structure. The menu also contains functions for resetting the table customizations. See Customizing the Files View for a detailed description of this.

You can use the Search icon Search input field to show only those entries in the directory structure table that match your filter criteria. See Customizing the Files View for a detailed description of this.

You can upload one or more files from the local directory to the project room by clicking the Upload files icon Upload files button next to the filter input field (see Creating/Adding Folders and Files).

The Create folder icon Create folder icon allows you to create your own directory structures in the coLabproject room (see Creating folders).

If you want to upload a folder including subdirectories and files, click the Upload folder icon Upload folder icon (see Uploading folders).

The first column in the table contains checkboxes for downloading folders and files in a *.zip container. If you activate one or more checkboxes, the Download icon Download icon is shown in the header of the table. 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).

The following functions are available to you in the More actions icon More actions menu behind each entry in the directory structure, which also depends on your project member rights (see User Roles) and the respective context:

Functions that are not available to you for legal or technical reasons are grayed out in enaio® coLab.

You can use the Rename folder icon Rename folder function in the More actions icon More actions menu to rename a folder that was created in enaio® coLab. The new name will be adopted in enaio®. Folders that do not have an More actions icon More actions icon were created in enaio® and can only be renamed in enaio®, but not in coLab (see Renaming Folders).

You can use the Delete folder icon Delete folder function in the More actions icon More actions menu to delete a folder that was created in enaio® coLab. If the Delete folder icon Delete folder icon is grayed out, then the folder still has subfolders or documents that must be removed first. Folders that do not have an More actions icon More actions icon were created in enaio® and can only be deleted in enaio®, but not in coLab (see Deleting Folders).

If you click the Download file icon Download file icon, depending on the settings in your browser, you will be offered the selected file in the original file format 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 one or more files 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 enaio® filing system.

This function is also a prerequisite for editing Microsoft Office documents with enaio® office-365-dashlet (see enaio® office-365-dashlet).

This function shows some object data, such as creation date, change date, creator, and editor.

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 on the project overview page and in the task view with a preview 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 on the project overview page and in the task view with a preview link to the selected file.

Clicking the Share file externally icon Share file externally 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.

Click this function to open the index data form for the selected object. In the index data form, you can edit the index data title, info, due date, and status (see Editing Index Data).

Clicking the Delete file icon Delete file icon will delete the selected file in the enaio® filing system and it will no longer be shown in the project room in enaio® coLab.

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 show the content:

The content preview is a PDF-basedpreview of the contents of a document selected in the directory structure. The content preview offers search and print functions. It is possible to scroll through multi-page documents in the preview, select text, and copy this to the Windows clipboard. See Content Preview for a detailed description of the content preview.

If your coLab system has been configured accordingly and you as a project member have the Replace file icon Replace file file editing right (standard project member, project room owners, and project members with a corresponding user-based role), then you can use the optional enaio® office-365-dashlet to view 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.