ShareFile

Projects

November 21, 2024

Contributed by:

J C

Projects is a feature for ShareFile Premium users to improve their client collaboration workflows.

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.

TIP:

For a list of FAQs for both ShareFile Projects and Document requests, see FAQ - Projects and Document Request.

Creating a Project

Navigate to Projects in the left side menu.
Select Projects.
Select Create project.

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.

Warning:

The 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.

Owner / Contributor Description

Role	Description
Client Contact	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.
Custom Limited	Limits permission so they can only see the name of the project and its description. It also limits the permissions they can be granted to those available to a client user.
Custom	Assumes no permissions or role (client or employee) and lets a project owner choose only the permissions that a user should have.

Inviting users

Project owners can invite users to a specific project they own and can provide those users default access roles or custom access.

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, client, client limited or custom)

Note:

There are additional capabilities accessible now by the 3 dot menu to the right of a Project User.

For more information, see Managing user permissions
Select Share to add other users to the project.
Type the name of the user you want to add.
Choose the permission set based on the type of user you are inviting. For more information regarding permissions, see Managing user permissions.
Provide an optional message for the user.
Select Share.

Managing user permissions

View Permissions

Select View Permissions to review what a particular user is able to do in the shared project.

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Edit Permissions

Select Edit Permissions to make changes to what a particular user is able to do in the shared project.

This allows you as the Project owner the ability to customize each users access in the project.

Note:

Some permissions are automatically modified based on your selections. You can change those permissions as needed.

Project permissions

These permissions apply to the project and everything in it.

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Content specific permissions

Use these settings if you need a user’s permissions to vary based on the type of content.

Note:

Users always have full permissions for any content they create.

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Remove User

Select Remove User to remove a particular user from the project. You can add the user back by inviting them to the project again.

Tasks

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

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.

Upload files

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.

file upload

Comments

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

See Delete Projects for information on how to delete a project.

Create activity report

ShareFile projects allow you to create an activity report during the entire process of the completion of the project.

Use the following instructions to create a project activity report.

Select the project you want to create an activity report for.
Select … next to the project name then select Create activity report from the drop-down menu.

The Create activity report pop-up displays.
Enter the Report name.
Enter the Date range for the report.
Select Create.

A message displays stating “The report is being created. We will start the download for you once it is ready.”
Use your browser download icon to access the download folder for the report.
Select the application you want to open the report with from the Select an app to open this .csv file pop-up.
The .csv file opens in the application you selected.

The official version of this content is in English. Some of the Cloud Software Group documentation content is machine translated for your convenience only. Cloud Software Group has no control over machine-translated content, which may contain errors, inaccuracies or unsuitable language. No warranty of any kind, either expressed or implied, is made as to the accuracy, reliability, suitability, or correctness of any translations made from the English original into any other language, or that your Cloud Software Group product or service conforms to any machine translated content, and any warranty provided under the applicable end user license agreement or terms of service, or any other agreement with Cloud Software Group, that the product or service conforms with any documentation shall not apply to the extent that such documentation has been machine translated. Cloud Software Group will not be held responsible for any damage or issues that may arise from using machine-translated content.

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Projects

November 21, 2024

Contributed by:

J C

November 21, 2024

Contributed by:

J C

Projects

Creating a Project

Manage Project users

Owner / Contributor Description

Inviting users

Managing user permissions

View Permissions

Edit Permissions

Project permissions

Content specific permissions

Remove User

Tasks

Document requests

Upload files

Comments

Delete a Project

Create activity report

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