Manage folders on the project

CONTEXT #

This guide describes how you manage folders in AjourBox on a project via the web browser. The guide covers the actions available via the right-click menu on a folder in the folder tree – including selecting multiple folders, creating, renaming, deleting, copying, downloading, templates, access control and folder logs.

RELEVANCE #

You need this guide when you have to organise or maintain the folder structure of a project – for example when you create new folders, clean up existing folders, reuse a folder structure as a template across projects, or control which companies have access to a given folder.

PREREQUISITES AND REQUIREMENTS #

• Access to AjourBox on the project in question
• Sufficient permissions to create, edit or delete folders (depends on your user role, for example project manager or administrator)
• This guide covers the web version of AjourBox, not the app version
• Knowledge of the project’s existing folder structure if you are going to rename or delete folders

GUIDE (step by step) #

Step 1: Open AjourBox on the project, and find the folder you want to manage in the folder tree on the left side.

Step 2: Navigate to the “Folders on project” area on the left side of the screen

Step 3: Right-click a folder. A menu opens with the available folder actions.

The menu contains many different actions, which do not have to be performed in a specific order. The most important ones are described below.

Select multiple folders at once

Step 4: Select Multi select in the menu on a folder.

Step 5: A checkbox now appears next to each folder in the folder tree.

Step 6: Tick the folders you want to select. You can select folders several levels down in the tree.

Step 7: Right-click any folder and perform the desired action, Delete, via the menu. The action is performed on all selected folders at the same time.

Tip: Use this function when you need to perform the same action (can only be used for deletion) on several folders in the tree at once, instead of doing it one folder at a time.

Create a new folder

• Select Create folder.
• Enter the name of the folder in the Input name on folder field.
• Click Create folder to confirm. The folder is created and appears in the folder tree.

Rename a folder

• Select Rename folder.
• The field shows the folder’s current name – change it to the desired name.
• Click Rename folder to save the change.

Copy and paste a folder

• Select Copy folder on the folder you want to copy.
• Navigate to the folder where the copy is to be placed, and right-click it.
• Select Paste.

Important: You cannot paste a copy into the same folder you copied from. The system shows an error message if you try.

Delete one or more folders

• If needed, use Multi select (see above) if you want to select and delete several folders at once.
• Select Delete.
• Confirm in the Delete folder(s) dialog by clicking Delete folder(s).
• Warning: All subfolders and files in the selected folder are also deleted, and the action cannot be undone.

Open/close a folder or make it public

• Select Close folder to close the folder, or Make it public to make it visible to everyone.
• ℹ Note: Which of the two options you see in the menu depends on the folder’s current status (open/closed or public/private).

Download a folder

• Select Download as .zip to download the folder’s contents as a zip file, or Download as .icdd for ICDD format.
• You receive a notification when the file is ready for download.

Work with templates

• Select Save as template to save the folder as a template. Give the template a name, and choose whether it should be saved as a company template (so it can be used across projects).
• Select Save as default folder structure to make the selected folder structure the default for new projects. Confirm the structure in the dialog, and click Save default folder structure.
• Select Import template to bring in an existing folder structure. In the Templates dialog you can choose between categories such as Bips templates, Ajour templates, company templates and your own templates, and click Import folders.

Control access to the folder

• Select Edit assignment.
• In the Edit permissions dialog you can search for and select which companies are to have access to the folder and its subfolders.
• Click Save to save the changes.
• ℹ Note: Users from companies that are not assigned to the folder cannot see it. The administrator and project manager can always see all folders, regardless of assignment.

View folder logs

• Select Folder logs to see a history of changes to the folder, including time, type of change and who made the change.

Refresh the view

• Select Refresh to reload the folder tree if changes do not appear immediately.

NEXT STEPS #

• See the guide for uploading and handling files in AjourBox
• See the guide for roles and permissions on the project
• See the guide for creating projects from a default folder structure