Objects and Permissions

enaio® coLab • 11.10 »

Folders and files can be created for, added to, and edited in a project room in enaio® coLab. We differentiate between coLab and enaio®object types. The user rights and the object type determine which project member is allowed to create, add, or edit which objects. Functions that are not available to you for legal or technical reasons are grayed out in enaio® coLab.

Creation Permissions

Folders in enaio® coLab can be based on both enaio® object types and a coLab object type. The former can only be created and edited (rename, move, delete) in enaio®, whereas the latter can only be created and edited (rename, delete) in enaio® coLab. You can recognize both folder types in enaio® coLab in the Files icon Files view by the fact that there is no icon in the directory structure behind enaio® folders and that there is a More actions icon More actions icon behind coLab folders.

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 coLabproject room via an enaio® client, whereas the latter can either be uploaded from the local file system, added to a project room via an enaio® client, or created in enaio® coLab using enaio® office-365-dashlet. This results in the following creation permissions:

  Guest Member Owner
Upload folders from the local file system     x
Add folders from enaio® x* x* x*
Create folders in enaio® coLab     x
Upload files from the local file system   x x
Add files from enaio® x* x* x*
Create files using enaio® office-365-dashlet   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 icon Files view in enaio® coLab. If you hover with the mouse over a function icon, you will be notified if you do not have permission to use the function or if the function is not applicable to the document or folder.

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 externally icon Share file externally

     x2

Delete file icon Delete file

     x

Index data icon Index data

     x3

1 Not for files that were added based on enaio® reference documents. Is also a prerequisite for editing Microsoft Office documents with enaio® office-365-dashlet.

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

3 The index data for files added from enaio® based on an enaio® object type can only be edited in an enaio® client. The index data for files added from the local file system or from enaio® based on the coLab upload type can be edited in enaio® coLab.
  Guest Member Owner

Rename folder icon Rename folder

     x

Delete folder icon Delete folder

     x

Folders for which no More actions icon More actions icon is shown behind the folder name are folders that are based on an enaio® object type. These folders can only be edited (renamed, moved, deleted) in enaio®.

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:

  File based on the coLab upload type File based on the enaio® object type enaio® reference document enaio® document with multiple locations

Download file icon Download file

 x x x x

Replace file icon Replace file

 x x   x

File info icon File info

 x x x x

Create task icon Create task

 x x x x

Create message – icon Create message

 x x x x

Share file externally icon Share file externally

 x x x x

Index data icon Index data

 x x1 x1 x2

Delete file icon Delete file

 x x x x

1 Index data can only be edited in an enaio® client.

2 Depending on the underlying object type. The index data for files added from enaio® based on an enaio® object type can only be edited in an enaio® client. The index data for files added from the local file system or from enaio® based on the coLab upload type can be edited 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.

You can recognize reference documents in a coLab project room by the fact that you cannot rename or replace them, even if you have the associated rights.

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.