Approvals in Teamwork

In Teamwork, you can share documents or folders with groups, users or other folders. You can also send documents via links with different authorizations.

Sharing documents

Select Teamwork and select documents to be shared by clicking or (multiple documents) by Ctrl+clicking.

Right-click on the selected documents to set up shares for them.

Setting up shares

You can share documents with other users, folders or user groups.

The Shares and folders window shows

1. how many documents are shared,

2. which group the document has been shared with,

3. in which folder/folders the document is located and

4. to whom it has already been shared (indirect shares are also displayed)

5. Click on the plus icon to share it with other people, groups or folders.

6. Then click on OK.

Teamwork document overview

In the tabular overview of documents, the Folder shares column (1) shows the number of shares of the respective document in folders. The folders are explicitly listed in the tooltip (2).

Sharing directly when uploading to documents

If you upload documents in the Documents business object of a contact, task, project, etc. via the upload button in Teamwork, the Shares and folders screen opens automatically. This allows you to grant approvals directly when uploading.

Assigning folders to the Documents business object

You have the option of assigning a folder directly to a task, a project or a contact role. To do this, select a folder from Teamwork in the Documents business object. Subfolders are not available for this.

If documents are uploaded to the relevant object via the Documents business object, they are directly linked to the selected folder and inherit its shares. If you change the folder, you can decide whether all documents that have already been shared should be transferred to the new folder.

If the folder is removed, the documents can also be removed from it or assigned to another folder.

Shares for groups

Combine users into groups to share specific documents. Read here how to create a group.

Share a document for a group by first selecting the group in the pop-up window (1), clicking on the plus icon (2) and then on "Ok" (3).

Sharing for folders

Files and documents are grouped together in folders and subfolders, e.g. quotations, reports, receipts or contracts. This allows you to structure your electronic filing system and selectively approve certain content. You can find out how to set up and fill folders here.

Release a document for a folder by first selecting the folder in the pop-up window (1), clicking on the plus icon (2) and then on "Ok" (3).

Editing folders

When you create a folder, you can decide what type it should be. You have the choice between:

Create personal folders

This type of folder and the documents it contains are only displayed to you.

Create public folders

As soon as you select the "Public" category, the folder is shared with everyone.

Create team folder

If you select the "Team" category, you also specify with which user(s) or groups a folder is shared. A previously personal folder is thus moved from the "Personal" category to "Team" by sharing it with others. If these shares are withdrawn, a folder moves back to "Personal".

Creating subscription folders

Subscription folders are available for everyone to view, but are not automatically displayed like public folders. Decide for yourself how much you want to see and thus ensure customizable clarity. You can also create folders in this category yourself.

Show subscriptions folder

Click on the Subscriptions link.

Folders of the type "Public" are displayed, which are not displayed automatically, but only when actively selected. For better differentiation, they are marked with a small globe icon. Use the small plus icon to add subscription folders to be displayed and confirm your selection with "Ok".

The folders selected in this way appear below the "Subscriptions" category.

If you no longer require access to a subscribed folder, exit it by clicking on the context menu. This keeps the number of folders displayed manageable.

Locking documents

If you are the owner of a document, i.e. you created it or uploaded it first, you can lock the document. It can then only be opened or shared by other users in read-only mode. No one but you can change or version the document.

To do this, go to "Show document information" via the context menu. Click on the Lock document link to protect it from being edited by others. In the same place, you will also find the command to unlock a locked document.

As a user with a license for the DMS/ECM functional area, you will find the Document is locked for editing option ready to click on in the context menu.

If you move the mouse over a document in the Teamwork view, the black status bar shows whether it is locked (padlock symbol) or not.

Links for sharing documents

You need the DMS/ECM license for this function.

External links

If you want to share a document with someone who is not a Teamwork user or post it on a social network, for example, you can create an external link to this document.

If you send a link instead of a folder or a document, you have several advantages:

• You can share the file with people who are not Teamwork users.

• The document is still stored securely in your cloud storage.

• The document is not duplicated.

• The risk of an unauthorized person accessing the data or losing data is minimized because you can set an expiry date, a password requirement and a download ban on the link.

• Editors, e.g. project teams, can access it from different locations.

Right-click on a document in Teamwork and select Create link to document from the context menu.

1. Specify which access the recipients should have.

2. Then click on Create links.

3. Once the link has been created, you can copy it to post it.

4. Or you can send it directly from the Scopevisio application by e-mail.

You can also create external links for several documents at the same time. Select them in the document overview with Ctrl+click and then proceed as described above.

Click on "Create links" to generate external links for all selected documents at the same time.

Open webapp link

Another way for Teamwork users to open documents is by clicking on "Open webapp link" (1). You will be redirected to the Teamwork web client, where the desired document will be displayed. Teamwork uses the link that already exists internally and does not create a new one, as is the case when creating an external link.

To share documents with other Teamwork users, click on the small icon to the right of the "Open webapp link"(2) call in the context menu. You can then copy the webapp link to the clipboard and share it internally. Another user logged into Teamwork can open the document directly via the Teamwork web client without a new link being generated, as is the case with the external link logic, and without needing their own Scopevisio license.

Categories and folder types at a glance

1. The various categories can be filtered by clicking on one of the folder icons.

2. The various categories are described by detailed mouse-over texts as soon as you move the mouse over the respective category. Folders can change category when editing their share setting.

3. Blue folders are at the top folder level.

4. Grey folders with a pencil symbol are audited folders (only if the ECM/DMS license has been booked accordingly).

5. Blue folders with a globe symbol are subscribed folders.

6. Gray folders show subfolders of all levels.

Quick access to frequently used folders: My folders

One way of displaying frequently used folders in a reduced view is via the small file icon. All folders are displayed in the "All folders" view.

If you click on it, a small "X" appears in the bottom right-hand corner and the view is reduced to your favorite folders. Scopevisio refers to these as "My folders".

To be included in this favorite view, select the desired folder and click on "Include in my folders" in the context menu:

Similarly, you can remove a folder that is no longer a favorite from "My folders".

You can compile your favorite folders even more quickly by clicking on "Compile my folders" in the context menu and making your selection in the pop-up window.

All folders selected here are displayed in the reduced "My folders" view.