Projects (or Engagements)
Projects is a feature for ShareFile Premium users to improve their client collaboration workflows.
Projects for some ShareFile Premium customers might be referred to as Engagements but have the same functionality.
ShareFile Projects is a space centered around document collaboration. Projects is offered both in internal ShareFile accounts and external user portals. Projects enable users to track and engage in client collaboration, such as Document requests, all in one place.
For a list of FAQs for both ShareFile Projects (or Engagements) and Document requests, see FAQ - Projects and Document Request.
Creating a Project (or Engagement)
Navigate to Projects (or Engagements) in the left side menu.
Select Projects (or Engagements).
Select Create project (or Create engagement). The create project pop-up displays.
Type in a name and optional description for the project. This can be edited later if necessary.
Select Create project. The new project dashboard displays.
Manage Project users
The following information explains the process of managing the users on a particular project.
The only role that can add additional Project Owners is the current Project Owner only. So prior to deleting a user who is the Project Owner, you must assign an additional Project Owner. If a new Project Owner is not assigned before removing the current Project Owner, a new Project Owner can not be added and the Project cannot be deleted.
|Client||Can only edit and delete their own content in the project unless the client is provided access with the ability to add other contributors within their organization.|
|Team member||Are counterparts in the project owners organization and can assist with anything in the project. They cannot delete the project owner or other team members from the project.|
|Owner||Can edit and delete anything in the project and has the ability to delete the projects they created. Project owners can also add team members from their organization to work on the project.|
Project owners have the ability to invite client contributors to a specific project they own and can provide those client the ability to add other contributors within their organization. Project owners can also invite team members from their own organization to assist with their project.
The following instructions include the steps necessary to invite new users including both contributors and team members.
Select … More options then Manage project users. The Manage project users pop-up displays.
Project users can be an internal user (owner or team member), or an external user (client).
Select the toggle to Allow user to share project if you want to allow clients to share the project with others in their organization.
Select Invite users to add a client user to the project.
Type the name of the client that you want to invite and confirm the Role as Client. As an option, you can add a message.
Select Invite. The “User successfully added” message displays briefly.
Tasks allows you to organize and track back-office work related to a client project inside the project itself. For complete information on how to use this feature in Projects, see Tasks.
Document requests is a request list tool to request and collect documents securely and digitally. For complete information on the process of using document requests to complete tasks on both the service provider side and the client side, see Document Requests.
The following information explains the steps necessary to add files to a project.
Files such as .docx, .pdf, .jpg, .xlsx, and more, can be shared across the project with the invited users.
Select the Files tab in the Projects dashboard or select View all in the Files tile to access or add files.
Select Upload a file.
The file upload pop-up displays.
You can drag the file to the Drag files here section or select Browse files to navigate to the file to upload.
Select Upload. The upload window displays allowing you the option to add more items. Once you have selected the required files, select Upload to complete the process.
The file is available for assigned project users to review.
Comments are used to communicate in the project with other assigned project users.
Select View all in the Comments tile on projects dashboard. This opens the Comment viewer.
Type in a comment using the text box. Select Submit.
All assigned project users can review the comments and provide their own comments or respond to the previous comments.
Delete a Project (or Enagagement)
See Delete Projects (or Engagements) for information on how to delete a project.
Video: ShareFile Projects
The following 2 minute video provides how to make client collaboration simple in ShareFile.