Manage Teams

Teams provide members with designated spaces to store and work on designs, view project status, and provide a process for controlling how data is shared with other teams.

The shared folder is a common space in the project, and includes subfolders for each team. When a team shares a package, the contents of the package are copied to the shared folder.

Project administrators can specify the shared folder location, create teams, and specify team folder locations. If Model Coordination is activated for the project, project administrators can also create coordination spaces configured against the shared or team folders. Coordination spaces enable automated coordination and clash checking between the models contained in the selected folder and its subfolders.

• Set Up a Shared Folder
  • Change the shared folder location
    • Solution 1
    • Solution 2
• Add Teams
• Manage Project Settings
• Deactivate a Team
• Delete a Team
• Adjust a Team's Color on the Timeline

Set Up a Shared Folder

When a project has been created and Design Collaboration has been activated, project administrators should follow these steps to set up teams and folders:

1. Use the Module selector to switch to the Project Admin module.

2. Under Services, click Design Collaboration in the left panel.

3. Choose whether you want to set up the project using a template, or specify settings manually.

4. If you choose to set up the project manually, you are taken to the Shared Folder tab to select a location for the shared folder. You can either:

   • Use the default location: the Project Files folder.
   • Browse to select a folder in Document Management.

5. Click Next and confirm the shared folder location.

Change the shared folder location

Even though you can't change the location of the Shared folder using a setting, there are two workarounds which will have the same effect as changing the Shared folder location. These work even the project is already in use and it's not possible to create a project with the correct Shared folder location.

Solution 1

1. Rename the Shared folder in Document Management.

   You can now move the Shared folder subject to the following considerations:

   • To avoid folder permission complications, try to keep the Shared folder a maximum of one folder level below Project Files.
   • Do not move the Shared folder into any of the Teams folder. This will break the permission structure and make Design Collaboration unusable.
   • If you move the Shared folder and it becomes a subfolder, it will inherit folder permissions from the parent folders.

2. Move the renamed Shared folder to the desired location in Document Management.

3. Set the Shared folder permissions in Design Collaboration. See Member Folder Permission for more information.

Solution 2

4. Take a note of the folder permissions in the current Shared folder.

5. Create a new folder.

   Note: Do not create the new folder in an existing team folder as this will break permissions.

6. Use the Move command to move the data from the current Shared folder to the new folder.

   Note: Do not use Copy as this does not transfer the file version history.

7. Rename the current Shared folder.

8. Rename the new folder using the original name of the Shared folder.

9. Adjust the permissions in the new folder in Document Management as per the original Shared folder permissions.

   Note: If you create a new team after this process, the team folder will still be created in the original shared folder. You can move any new team shared folders to the new Shared folder afterwards.

Add Teams

Project administrators can add as many teams as they need as there are no system limits:

1. Use the Team Setup tab to create teams. To create a team, either:

   • Enter a team name and click Add to use the default location in Project Files for the team folder.

     Tip: The default location is /Project Files, but you can click the folder path to specify a different default location for the project.

   • Click Select existing folder, browse to select a folder in Document Management, and then click Add team. This is useful if you have already created folders to represent your teams.

   Note: Refer to Teams in Design Collaboration for more details about the team, shared, and consumed folders.

2. Specify which subfolders within each of the team folders that you want content to be included from in your team space. By default, all folders are included.

   1. Click All in the Included folders column for the relevant team.

   2. Choose from:

      • Include all folders to include data from the top-level folder and all the subfolders (default).
      • Select folders to use a folder tree to choose which folders to include data from.
      Note: Select all folders that you want to include data from. For example, selecting a parent folder will not automatically select the child folders.

3. To add roles, companies, or members to teams:

   1. Click the number shown in the Members column for the appropriate team.
   2. Start typing the name of the role, company, or member in the search box. Select the relevant search result.
   3. Assign a permission level as needed.
   4. Click Close when finished.
   Note: The role, company, or individual must already be a member of the account or project template to be added to a team.

4. Click Next.

5. If Model Coordination is activated for the project, use the Coordination tab to create a coordination space configured against the team or Shared folder:

   1. Toggle the Create button to On next to the relevant team or the Shared folder.
   2. Enter a name for the coordination space and click Create.

   The team name is used as the coordination space name by default, but you can rename the space appropriately without changing the folder name.

   Note: All content from the team folder and its subfolders is included in the coordination space, even if you have selected specific content folders to be included in your team space.

6. Click Next.

Manage Project Settings

If necessary, use the Manage tab as described in the Manage Project Settings topic to specify the main model for the project, enable or disable DWG support, and export project templates.

Deactivate a Team

Deactivating a team hides it from the timeline. If contributing teams have consumed packages from this team, those packages are still accessible from the Teams panel.

1. Use the Module selector to switch to Project Admin.
2. Under Services, click Design Collaboration in the left panel.
3. Select the checkbox of the team to be deactivated.
4. Click Deactivate teams.
5. Click Deactivate to confirm.

Delete a Team

If a team hasn't shared or consumed any packages, project administrators can delete that team from Design Collaboration. While deleting the team, the project administrator can choose to delete the folders associated with that team as well.

1. Use the Module selector to switch to Project Admin.
2. Under Services, click Design Collaboration in the left panel.
3. Select the checkbox of the team to be deleted.
4. Click Delete team.
5. Optionally, enable the checkbox in the confirmation dialog box to also delete the team folder and the team's shared folder.
6. Click Delete to confirm.

Adjust a Team's Color on the Timeline

Project administrators can adjust the default color of a team as it appears on the timeline. This can be useful if the same team exists across multiple projects. In addition, the selected color can be used to highlight each team's models when viewing the aggregated Project Model.

To adjust the color:

1. Use the Module selector to switch to Project Admin.
2. Under Services, click Design Collaboration in the left panel.
3. Click the color dot to the left of the team name to open the color palette.
4. Choose a new color for the team.