The Documents Module allows you to create folders and store files of any type you choose. This makes this a very versatile module. However, this module is accessible to any user who can see it. However, there may be types of documents that you don’t want just anyone to see. For instance, you may want to have contracts saved on RoundhousePM and you certainly don’t want everyone seeing those. In order to control the access to these types of documents, you duplicate the Documents module and rename it something more appropriate such as “Contracts”. You then set the UserGroup access permission to those people within your company who should have access.
In addition to this, you can control whether the Documents module rolls-up or rolls-down the pyramid as shown here
The reason for providing you control over this is that there are times where you don’t want the document to roll and other times where it’s beneficial to roll. Here’s some examples of each
No Roll – This may be a documents module of files that are specific only to this project such as geotech reports, product information that you have collected that are only pertinent to this project. There is no reason for these documents to be accessible to workspaces at any level on the pyramid other than the current workspace.
Roll-up – These may be documents such as the contracts mentioned above. You would create a copy of the Documents module, name it “Contracts”, set the access to only those within your company and possibly clients, and then set it to roll-up. Inside of this, you upload contracts, invoices, and other architect / owner documents. This allows the client to view the project-specific documents at Level4 and view all of their project-specific documents at Level3. You then can view all project specific documents at Level1 across your entire company.
Roll-down – There are several examples of how roll-down can be used:
Example 1: Consultants Forms – These documents are uploaded to your Level1 workspace and describe how consultants are to work with your company. This module contains forms used by consultants when submitting their invoices or additional service proposals. This module would be set to roll-down and the user group permission would be set to people within your firm plus the consultants’ user group.
Example 2: Client Standards – Many clients develop prototypical standards that they want to be used across all of their projects. Create a duplicate of the Documents module and have it accessible on Levels3 and below. Then set the module to roll down. You then upload the standard documents to Level3 and all project workspaces can now access this common library of standards. Change a document at Level3 and everyone working on projects will have the most current information.
Free Form vs Predefined Folder Structure
By default, RoundhousePM allows users to create folders as needed but there may be times when a subscriber wants the Documents module to contain a common set of predefined folders. To activate this feature go to the Administration page of the documents module where you will find this section.
The folders shown are starter folders. You can add a subfolder by selecting the “+” button. You can rename a folder by selecting the page icon with the pencil. You can delete a folder by selecting the “X” button.
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