coLab Shares

enaio® webclient • 12.0 »

You can use the optional enaio® coLabExternal link: icon extension to make enaio® folders and registers and the objects they contain accessible to other users who do not have access to enaio®.

Setting up Project Rooms

Use the coLab dashlet in enaio® coLab to create project rooms for sharing enaio® documents. You and your external partners can use any internet browser to access the stored enaio® documents in project rooms and download them for editing and sharing, and then upload them again. New documents can also be uploaded to the project rooms and stored in the enaio® filing system.

enaio® coLab Project rooms can be created with the coLab dashlet in enaio® client, enaio® webclient, and enaio® webclient as a desktop application.

The coLab dashlet must have been installed by your administrator in enaio® client. Please contact your enaio® administrator if you have any questions.

  1. In enaio® client, select the folder or register that you want to share with a coLab project room.

  2. Open the dashlet in the content preview by clicking the icon of the coLab dashlet.

    The coLab dashlet is shown in the content preview.

  3. If you have selected a folder or register that has not yet been released for enaio® coLab, you will be shown the project room creation form.

    If you have selected a folder or a register that has already been released for sharing in enaio® coLab, the project room home screen associated with the selected folder or register is shown. In this case, click the Create new project room icon Create new project room button in the dashlet header.

    The creation form for project rooms is shown.

  4. Complete the fields of the creation form for projects rooms.

    Fields indicated by an asterisk ("*") are mandatory.

    • Enter the name and description of the project room.

      You can enter either up to 255 or 1,000 characters including spaces in the Project name and Description fields. The numbers above the input field indicate the number of characters you can enter and how many characters you have already entered.

    • In the Object tree depth field, specify how many folder levels are displayed below the root object.

      The query depth in enaio® coLab is the number of folder levels below the root object. 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.

  5. Save your entries by clicking the Create - icon Create button.

    You automatically become the owner of the new project room when you create a project room.

The project room is now created.

The tab of the General icon General settings area is shown in the dashlet.

The folder or register selected for project room creation is marked as an coLab object in the directory structure in the enaio® client.

Highlighting of coLab Folders and Registers

Folders and registers that have been shared with external users in enaio® with the help of enaio® coLab (project rooms) are specially highlighted.

Icon Description

enaio® coLab object in hit lists – Icon

In an object list (e.g., in hit lists or at a filing location), it indicates a folder or a register located in a coLab project room.

The icon is displayed in the Links icon Links static column.

enaio® coLab object with link in hit lists – Icon

In an object list (e.g., in hit lists or at a filing location), it indicates a folder or a register located in a coLab project room and that also contains additional links.

The icon is displayed in the Links icon Links static column.

If you create, copy, move, or link documents in a folder or a register that are marked with an coLab icon, these documents may be accessible to external users who normally do not have access to enaio® documents.
Please note that the Links static column may be hidden (see Changing How Static Columns Are Displayed in Object Lists).

coLab Objects and the coLab dashlet

If you selected an coLab folder or register in an object list (for example, in a hit list or at a filing location), you can use the dashlet to adjust settings in the associated project room or open it by clicking the Open in enaio® coLab icon Open in enaio® coLab icon in the dashlet. Provided you are a member of this project room.

Removing coLab Shares

The following options are available for clearing coLab shares:

You can end a coLab share by moving the relevant object (document or register) (see Moving Objects). The decisive factor here is that the object is no longer below a root object. The root object is the folder or register on the basis of which a project room was set up (see enaio® coLabExternal link: icon). The labeling of coLab objects in enaio® webclient can serve as a guide when moving the relevant objects.

You can end a coLab share by decreasing the query depth of a project room so that the relevant object (document or register) is no longer part of a project room (see enaio® coLabExternal link: icon). The relevant objects are then no longer shown in enaio® coLab.

coLab Project rooms, which are used to share folders and registers in enaio®, can only be completely removed in enaio® coLab. The delete function is available in enaio® coLabExternal link: icon and the coLabdashlet External link: icon.

If you delete folders and registers marked as coLab shares in enaio®, the folders, registers, and documents filed there are also deleted in the enaio® coLab project room, but the project room and all associated messages and tasks will remain intact.

Further coLab functions

The enaio® coLabExternal link: icon help describes in detail:

  • how to invite participants and manage their access rights.

  • how to manage and edit the provided enaio® documents or import external documents.

  • how to create tasks and messages for collaboration with external users.

  • how to set up, manage, and remove project rooms.