Online Help

Administration App overview

Only the administrators (administrator role) of a project can see and use this App. This App gives administrator the possibility to start-up and manage the project-environment.The Administration App has 8 different domains.

Project settingsSettings

Fill in or edit the basic information of the Project, ask for support and change project settings.

StructureStructure

Set up or edit the project structure (project tree).

UsersUsers

Here the admin can invite users and assign them to roles.

RolesRoles

Here the admin can watch, edit or add roles and their specifications.

Folder AccessFolder access

Here the admin can edit or give access rights to roles

Table administrationTable administration

Here the admin can change access rights for forms and for parts of forms.

Audit ReportAudit Report

Here the admin can search through every Action /Object /User in the activity log of the project.

Recycle BinRecycle bin

Here the admin can restore deleted objects/folders/... from the recycle bin to your project or definitely delete them.

Setting up a project

When you are setting up a new project, Bricsys 24/7 recommends to follow the next steps.

  1. Fill in Project settings (See Administration App > Settings)
  2. Set up your project structure (See Administration App > Structure)
  3. Create roles (See Administration App > Roles)
  4. Set up folder access (See Administration App > Access rights)
  5. Invite users to your project and assign them to a role (See Administration App > Users)

After you completed these steps, you or other people of the project (according to their access rights) can add documents, address books, calendars, … to a folder you created in the structure.

If you want to set up a project with a lot of Document folders, you could use the Bricsys 24/7 Transfer tool. With this tool you can drag a list of Folders from your device to Bricsys 24/7.

If you want to use all functionalities of Bricsys 24/7, do not forget to add a folder of each Folder-type in your project structure (See Administration app > Structure > add folder).

Settings

Admin-settings

Here, the admin can fill in or edit the basic information of the project, change project settings or ask for support.

Basic Project information

  • Name of the project
  • Description of the project
  • Address of the project
  • Picture of the project

Project settings

Document SettingsDocument setting

  • Revision numbering (letters, numbers,…)
  • Edit document statuses
  • Enable locking documents
  • Add signature footer when printing documents

Time and DateTime and date setting

admin@2x.pngAdministrator settings

Recycle BinRecycle bin settings

Enable to remove documents from the recycle bin.

Structure

Here the admin can watch, set up or edit the project structure. The project structure (or project tree) is the core of every project and contains folders and sub folders. A user can see this structure (or parts of the structure, according to his access rights) in the Structure App (see Structure App).Furthermore an administrator can subscribe the users to certain folders and attach a workflow or a form to a folder in this domain of the Administration app.

Structure overview

Admin-structure

The Project tree

A list of all folders on the project

Structure inspector

RolesRoles

Number of roles who have access rights in the folder.When hovering over the icon, view which roles.

SubscribedFolder subscriptions

A list of all folders on the project

WorkflowsWorkflows

Number of workflows that are attached to the folder? When hovering over the icon, view which ones and see their options.

FormsForms

Number of forms that are attached to the folder? When hovering over the icon, view which ones and see their options.

sync@2x.pngSynchronized

Actions in the Structure domain

The actions are stored in a hover bar or right above the App Content.

Add FolderAdd Folder

To set up or to expand the structure of your project, you have to add folders and / or subfolders.If you selected add folder above the App Content (or select add folder/subfolder behind the last folder in your structure).After you selected add folder follow the next steps.

1. Folder type (choose out of 10 types)

Document folderDocument folder (Documents)

Addressbook folderAddressbook folder (Address-books)

WorkflowWorkflow folder (Workflows)

Messages folderMessages folder (Messages/mails)

Optionally enable fetch mail functionality and watch all your mails of your e-mail address in the Bricsys 24/7 App. It is often used for an email address that's only used for the project.

Calendar folderCalendar folder (Events)

Form folderForms folder (Forms)

Link folderLink folder (URL-links)

Forum folderForum folder (Threads and posts)

BinderBinder (All kind)

Separator

Binder Optionally select only document with a status.The binder will show only documents with the chosen status. Documents with another status can be added to the binder but they won’t be shown. After the status is changed to the selected binder-status, the document will be shown in the binder. It's used to give a group of persons only access to documents with a certain status. For example: A group of people only can only see the approved versions of a document.(See Administration App > structure > Binders).

2. Fill in name

Fill in the name of the folder you add.

3. Add before

First select an existing folder in the project tree. The new folder will be added before the selected folder.After you created the folder, you can easily drag and drop the folder to another place in the structure settings.

4. Default access rights (Optional)

Here you can choose the default access rights at once (for all roles) or if you are adding a subfolder you can choose to copy the access rights from the mother folder.(See folder access for more information about access rights.)

Make your structure without setting access rights and set access rights after you created roles in the Folder access domain (See Administration App > folder access).

The apps in the App Bar will only appear when you created a folder that's linked to an application.

If you want to set up a project with a lot of Document folders, you could use the Bricsys 24/7 Transfer tool. With this tool you can drag a list of Folders from your device to Bricsys 24/7.

Subscribe overviewFolder subscription overview

Get an overview of the folder subscription.

Folder AccessAccess rights

Get an overview of the folder subscription.

Add WorkflowAdd workflow

Attach a workflow to a folder. You can only execute this action on document and messages folders.(See Workflow App)

1. Hover over the folder
2. Select the action add workflow
3. Select the workflow you want to attach
4. Choose a coordinator for the workflow
5. Optionally

Start workflow when a revision is uploaded. Every time a revision is added to a document (in this folder), a new workflow will start. Thus there will be a workflow for every revision.

Cancel previous workflow when adding a new revision.If you selected the “start workflow when a revision is uploaded”-option you can cancel the workflow of the previous revision when a new revision is uploaded.

Apply the workflow to all subfolder

6. The workflow will start automatically.

The workflow will start automatically when someone uploads a document in the selected folder.

If you want to have only 1 workflow for 1 document (no matter how many revisions), create a workflow with a loop and don't select "Start workflow when a revision is uploaded".

Add FormAdd form

Attach a Form to a folder and use the form as meta data. You can only execute this action on document folders.(See Form App)

1. Hover over the folder
2. Select the action add workflow
3. Select the workflow you want to attach
4. Optionally

Rename uploaded documents based on the fields content and automatically generate a name for the document based on the filled in form (Select the separator that will connect the fields content: _ / , / - / . / Space). For example: When a user uploads a document, he can fill in a form: select the document type (Contact, picture, invoice , plan, other) discipline (Decoration, Electrical, furniture, HVAC, plumbing, Safety, Structural) and floor (-1,…,4). After the uploader selected Plan, Electrical 3the floor, the new name of the document will be: Plan _Electrical_3.

Allow editing Metadata.

Apply this extra data (form) to all subfolders of this folder.

5. Select Add
6. The form will be used as meta data.

Each time a document is added to the folder, you can (or optionally have to) fill in the folders fields

If you do not want the uploader to be able to upload before he filled in a few fields of the form (meta data), select the “Make this field required” option which you installed when creating the form (see Form App > form Editor > Create a form).

Add SyncSynchronize

Synchronise your documents with a third Party application.You can only execute this action on document folders.

MoveMove

Move a folder or subfolder.

CopyCopy

Copy a folder or subfolder.

EditEdit

Edit a folder or subfolder (See Add Folder).

DeleteDelete

Delete a folder or subfolder.

BinderBinders

A binder is a folder that groups objects of different types (documents, messages, events,..) and different locations on the project. The objects that are shown in the binder are links to the actual objects that are stored somewhere else on the project (See Structure App > binder).

Because objects in binders are links to the actual objects on the project you will always get the latest version of the object, unless you specify it when adding an object to a binder (See Structure App > Binder).There are four ways to use a binder.

Group different type of objects

A binder can be used to group different kind of objects that are spread all over the project, for example to prepare a meeting.

Give a group of users access rights to a few objects

A binder can be used to give a group of users access to a few documents. If you give these users (via a roll) access to the binder, they do not need to see all the folders with all the objects.

Short time of access to a document

A binder can be used to give a group of persons a short time of access to a document. You can do this by creating a workflow, which adds a document automatically to a binder after a certain activity in the workflow, and remove the document from the binder after another activity in the workflow. (See Workflow App)

Access to documents with a certain status

A binder can be used to give a group of persons only access to documents with a certain status (See Administration App > Structure > add folder).

Users

Here the admin can invite users and assign them to roles.

Users Overview

Admin-users

A list of all users

  • Name
  • E-mail address
  • Date of when their account was sent
  • Time and date of the user’s last Logon

RolesRoles

Number of roles a user is assigned to. When hover over see which ones

Filter-bar

Filter in the list of users

Actions in the Users domain

The actions are stored in a hover bar or right above the App Content.

Add userAdd user

Add user: who already is on Bricsys 24/7
  1. Fill in the Email adress
  2. Select the user in the pop-up window
  3. Optional: add to Addressbook
  4. Optional: add to organization
  5. Assign one or more roles to the person
  6. Send account info to user.
  7. Type a message additional to the account info you are sending

You can always send someone’s account info by the actions “send account info” in Administration App > Users.

Add user: who is new on Bricsys 24/7
  1. Fill in the Email adress
  2. Add Profile information
  3. Create
  4. Optional: add to Addressbook
  5. Add to organization
  6. Assign one or more roles to the person
  7. Send account info to user
  8. Type a message additional to the account info you are sending

If a user has 2 accounts he can merge them by the action “Merge accounts” (See Basics > edit profile).

EditEdit user

Fill in or edit the profile of a user.

Add guest userAdd Guest user

After you added a guest role you can add a guest user (See Administration App > Roles > Actions) and Fill in the Name, Username and Password

EditEdit Roles

Edit and add the assigned roles of the user.

Folder accesShow folder access

Show access rights for a user.

To change these rights go to Access rights domain

DeleteDelete a user

Send account infoSend account information

Send account information to the user, without knowing his password and type a message additional to the account info you are sending.

Download List.pngDownload list

Download the list of users in an excel file.

Add user to addressbookAdd to Addressbook

Add user(s) to an Addressbook.

Roles

Here the admin can watch, edit or add roles and their specifications.

Roles overview

Admin-role

A list of all Roles

  • Name of the role
  • Color of the role (When a person of this role makes an annotation it will have this color).

Role inspector

UsersNumber of people in the role

View usersPermission to see other users

RevisionPermission to see revisions

Edit profilePermission to see their profile

Mail listMail list of the people who are assigned to this role

Actions in the Roles domain

The actions are stored in a hover bar or right above the App Content.

Add roleAdd role

Create a new role
  1. Name the role
  2. Optionally
  • Use as a mail list
    • If you want to mail all the people of this role in the messages App
  • Members of this role can see other members
  • Members of this role can view revisions
  • Members of this role can change their profile
    • The members can change everything of their profile: password, subscription to folder, …
Import a role from another project
  1. Searching existing roles from other projects
  2. Optionally import members of the role

EditEdit Role

See Add Role

Add Guest RoleAdd Guest Role

Users of this role will enter the project with limited view rights and without participating rights. For these users you can choose the login name and the password. After adding a guest role add a guest user (Administration App > Users)

CopyCopy Role

Same as add a / edit role, but you can additionally Copy access rights and or Copy members of the role

DeleteDelete a Role

Download List.pngDownload list

Download the list of Roles in an excel file.

Folder accesShow folder access

Show access rights for a role.

To change these rights go to the Access rights App

Folder access

In this domain of the administration App you can give access rights to roles.You can select a folder and give access rights per role.

Folder access Overview

Admin-access

Selection bar

By role / By folder

For: Folders of your project / Roles of your project

A list of Folders or roles, according to the selection in the selection bar

Folder access inspector

Viewing RightsViewing rights

PrintPrinting rights

DownloadDownloading rights

Add FileAdding object rights

Add RevisionAdding revision rights

AnnotationAnnotating rights

EditEditing rights

DeleteDeleting rights

Attach WorkflowAttaching a workflow rights

Add subfolderAdding a subfolder rights

ShareSharing rights

Add FormAttaching a form rights

Actions in the Folder access domain

Give access rights

Give access rights per role for each folder

1. Select in the selection bar: By folder

2. Select in the selection bar: The role you want to give rights to.

3. Click on the junction between the folder and the right (See Lay out > Folder access inspector), to change access right for the selected role in that folder. There are 3 kinds of access you can give for every right

No accessNo access

Own accessAccess own: Rights to objects the user created or uploaded himself in the folder

All accessAccess all: Rights to all objects in this folder

4. Save changes

Give access rights per folder for each role

1. Select in the selection-bar: By role

2. Select in the selection bar: The folder you want to change access rights to.

3. Click on the junction between the role and the right (See Lay out > Folder access inspector), to change access right of the role in the selected folder. There are 3 kinds of access you can give for every right

No accessNo access

Own accessAccess own: Rights to objects the user created or uploaded himself in the folder

All accessAccess all: Rights to all objects in this folder

4. Save changes

Change all the rights by a click on the arrows around the access right inspector.

Save WhiteSave changes

If you changed one or multiple rights save the changes here.

Download ListDownload List

Download a list with all the given rights

Create SnapshotCreate Snapshot

Take a “back-up” of your access rights.

Revert SnapshotRevert Snapshot

Revert the access rights to the rights of a snapshot.

Table Administration

In this domain of the administration App you can change access rights of Forms/Form-fields (per role), download a list of records of a Form/form-field and upload a list of data to add records to your Form/Form-field.This domain is only for the administrators of an enterprise customer.

Table Administration overview

Admin-table

Selection bar

With all roles

A list of all Forms and Form-fields

Table Administration Inspector

Viewing RightsViewing rights of a Form or a Form-field

Add FileAdding rights of a Form or a Form-field

EditEditing rights of a Form or a Form-field

DeleteDeleting rights of a Form or a Form-field

Actions in the Table Administration domain

Change access rights for Forms and Form-fields

1. Select a role in the selection-bar.

2. Click on the junction between the Form or the Form-field and the right (See Lay out > Table Administration inspector), to change access right ofthe role in the Form or Form-field. There are 2 kinds of access you can give for every right

No accessNo access

All accessAccess all

3. Save changes

Change all the rights by a click on the arrows around the inspector.

Save WhiteSave changes

If you changed one or multiple rights save the changes here.

FormGo to the Form

Open the form-viewer (See Form App > Form-viewer).

Download ListDownload list

Download a list of all records of the Form/Form-field.

Upload ListUpload csv-file

Upload a csv-file to add records to a form/form-field

Audit Report

In this domain of the administration App you can search through every Action /Object /User in the activity log of the project.

Audit Report Overview

Admin-report

Selection bar

Period

Filter on Objects / Actions / Users

A list with the result of a search demand

  • Name
  • Actions
  • User name
  • Date of action
  • Folder where the object is stored

Search for an activity /Object /User

1. Specify your search demand in the Selection bar.

2. Click search.

3. Get a list with the result of your search demand.

4. Optional: Download this list by a click on the download list button.

Recycle bin

In this domain of the administration app you can delete objects/folders/...definitely from the recycle bin (deleted Objects/folders...) or restore them to the project.

Recycle bin overview

Recycle-bin

A list of all deleted object/folders/…

  • Name of the object
  • Object type
  • Folder where the object is stored
  • By whom the object was created
  • When the object was created

Actions in the Recycle bin domain

All the actions can be found above the App content or in the Hover Bar.

Empty BinEmpty bin

Definitely delete all objects in the recycle bin.

RevertRestore

Restore objects to the projects.

DeleteDelete

Definitely delete an object