Project collections

Advantages of project collections

You can assign documents to a project and have them readily available in the project file. So why create an extra project collection?

The advantage of a project collection is that the documents can also be accessed by people who do not have a Scopevisio license. They either work exclusively with the DMS Teamwork or have no access to it at all. If they have a Teamwork license, they can see all documents assigned to all projects in the "Projects (processes)" collection. A project collection, on the other hand, only contains the documents assigned to a specific project. With the option to create an external link, the project-related documents in a project collection can also be shared with external parties as a collective, without you having to worry about sharing each individual document.

The prerequisite for using project collections is the corresponding setting under Organization > Master data > Projects > Edit project settings > Use project collections: Yes.

Setting up a project collection

After you have created your project, first create a project collection in which all project-related documents can also be accessed via Teamwork or an external link.

1. To do this, click on "Create/Rename". Name your collection and save with "OK". You can use the same button to change this name later if required.

2. Upload documents from your computer or assign them from Teamwork.

The documents are now displayed in the table below the "Project collection" field (1),

..., as well as in the collection automatically created under Teamwork with the name you have just assigned (2).

If you later add further documents via the project collection in Teamwork or via the project file, these will be displayed in both views.

If you want to share the collection with external parties, right-click on its name. Select "Create link" and specify the authorization options. Then go to "Create link" and copy it to the clipboard or forward it directly by e-mail.

Make sure you follow the sequence "Create project collection - Assign documents"! If you have already added documents to the project and only decide to create a project collection afterwards, the documents previously in the project file will not be displayed in the specific collection, but only in the general "Projects (tasks)" collection.

The workaround to assign these documents to the project collection at a later date is to identify and mark them, right-click in "Approvals and collections" and assign them to the corresponding project collection.