coLab dashlet

The dashlet remains empty if you have selected an area, a function, or an object outside of an object list in your client. Similarly, nothing is shown in the dashlet if you select an object in the clipboard, as these objects do not yet have a filing location.

If you have selected an object in an object list (for example, in a hit list, at a filing location, or in the inboxes) that is not a coLab folder or document, a form for creating a coLab project room is shown in the dashlet (see Creation form for project rooms).

The corresponding project room home screen is shown in the dashlet if you are logged in to coLab and have selected a coLab folder or a coLab document in the enaio® client. The tiles of one or more project rooms can be shown on the project room home screen, depending on your coLab role. You then have the option of making changes in the settings area of the project or opening the project room via the dashlet (see The settings view or Open project room), provided you are a member of one of the project rooms shown.

The coLab project rooms linked to the selected coLab folder or document are shown on the Project rooms home screen. You can choose between Tile view and List view when displaying the project rooms. You can sort and filter the project tiles.

The tiles of the shown project rooms contain a wealth of useful information, such as

• whether you are a member of a project room,

• which role is assigned to you in the project room,

• whether there are tasks or messages for you or other project members.

The following functions are also available on the Project rooms home screen:

Show members

Clicking the Project members icon in a project tile will show the members of the project room including their roles.

Delete project room

Clicking the Delete project room icon in a project tile will delete the project room, including subfolders and documents in enaio® coLab, after a confirmation dialog. The directory structures and documents in enaio® are retained.

Open project room

The Open in enaio® coLab icon is shown on the project room tile if you are a member of a project room. Clicking the icon will open the login form for the corresponding project room in a new browser tab. All you need to do in the next step is log in to enaio® coLab with your personal login credentials.

Open the settings view

The settings view of the project room will be shown if you are a member of a project room and click once with your mouse on the corresponding project room tile in the dashlet. In the settings view, you can navigate through the settings areas that you already know from enaio® coLab and, depending on your coLab permissions, make a number of customizations for managing the project room (see The settings view).

The Project rooms home screen also offers you the option of creating new project rooms within the selected folder. To do so, click the Plus icon next to the Create a new project room entry.

In the settings view, the settings areas that you already know from enaio® coLab General, Members, Invitations, and E-mails are shown in the form of tabs. Project room owners and users with the corresponding coLab permissions also see the Advanced settings area.

The Open in enaio® coLab icon is also shown in the header of the settings view. Clicking the icon will open the login form for the corresponding project room in a new browser tab. All you need to do in the next step is log in to enaio® coLab with your personal login credentials.

The following coLab functions are shown in the settings areas, depending on your coLab permissions:

The General settings area

The project name, the project description, the root object, and the upload document type are shown in the General settings area. You also have the option of showing or hiding the message and task areas on the project’s overview page and the tasks view in the project room. Here project rooms owners and project room members with a corresponding user-defined role can change the project name that is shown on the project overview page and in the coLab header. Project room owners and project members with a corresponding user-defined role can also modify the project description here. The area also contains links that you can use to show the location of the root object.

The Members settings area

You will find a list of project members with their member status and e-mail addresses in the Members settings area. The list also tells you who is/are the project room owner(s).

Here project room owners and project members with a corresponding user-defined role can edit and delete the roles of their project members.

The Invitations settings area

You will find a list of invitations to the project room in the Invitations settings area. You can see in the list the e-mail address to which the invitation was sent, the intended member status, the creation and expiration date, the invitation status, and the remaining time.

Project room owners and project members with a corresponding user-defined role can create, renew, or delete invitations here.

The E-mails settings area

Your e-mail address stored in enaio® coLab is shown in the E-mails settings area. The e-mail address is generally automatically populated using the information from the user account on which the registration is based. It can be changed in the user profile.

You have the option of deactivating/activating the receipt of e-mail notifications for assigned coLab tasks or for recently uploaded files in the E-mails settings area. This setting is project-related, like the other user project room settings.

No e-mail address is stored in enaio® coLab when registering via social media accounts such as Google, LinkedIn, and Microsoft. For this reason, notifications such as those regarding assigned tasks are not possible. However, you have the option of subsequently entering an e-mail address in the user data.

The Advanced settings area

The Advanced settings area is only shown to project room owners and other users with the corresponding rights. Here you can change the object tree depth or initiate the export of contents of project rooms. You can determine which content (messages, tasks, project members) should be exported by de/activating the corresponding checkboxes.

Project room owners and project members with a corresponding user-defined role will also see the Delete project room button in this area.

You can use the dashlet to create project rooms for enaio® coLab directly in the enaio® client without having to leave the enaio® client. The function for creating project rooms is offered in two places in the dashlet:

1. If you have selected a folder or a document in an object list (for example, in a hit list or at a filing location) in the enaio® client that is not yet linked to enaio® coLab, the creation form for a project room is shown in the dashlet.

2. If the Project rooms home screen is shown in the dashlet, the function for creating project rooms is always available in the dashlet header. To open the creation form, click the Plus icon next to the Create a new project room entry.

The project room is created at the filing location of the selected coLab document or folder. So, for example, if you have selected a coLab document in a hit list, then the project room is linked to the register or folder in which the document is filed.

To create a project room, you only need to fill in the Project name and Description fields in the creation form, specify the Query depth, and click the Create button.

The query depth in enaio® coLab is the number of folder levels below the root object (the object on the basis of which a project room was set up). The query depth is limited to ten. This means that up to nine folder levels below the root object can be shown in a project room.

If you have created a project room, you are automatically the owner of this project room. The project room owner and by project members with a corresponding user-defined role in the Advanced settings area can also change the query depth later.

By changing the query depth, the scope of the directory structures and documents in the project room that are shown between enaio® and enaio® coLab is increased or decreased. No directory structures or documents in enaio® are deleted by decreasing the query depth. The directory structures and documents are only no longer shown in enaio® coLab. These directory structures and documents are shown again if the query depth is increased later on.