- Give Access to Project
- Project Templates
- Project Template Settings
- Archiving Projects
- Duplicate a Project
- Standard Project Name
Give Access to Project
Access can be given in a project at any time.
- Navigate to the admin workspace using the left-hand panel on the Dashboard
- Right-click the project name you want to give access to
- Select Give Access to Project from the context menu
- Type the user's name or user group for whom you are giving access to in the Search for user or group search bar
- Confirm your selection from the populated list
- Select the project role for the user (see Project Roles for further explanation)
- Click OK to save changes
A Project Template can be thought of as a "boilerplate." A Project Template is a base set of documents containing content, structure, and layout settings that users can use as the basis for new projects. Projects created with a Project Template will have their layout template, project type, and metadata sets automatically applied; any content included with the Project Template will also carry over.
For example, let's say you want to set up a region-specific Project Template. A Project Template can be set up using that region's layout template, metadata sets, priced and unpriced documents, and any other necessary content. Project Templates can even be so detailed that users only need to fill in some metadata fields to be completely done with their project!
To create a new project based on an existing Project Template:
- Select New Project from the Dashboard
- Select the Project Template you want to use from the associated drop-down menu
- Click OK to create your new project
For a Project Template to show up when creating a new project, the user must have access to the project marked as the Project Template. Groups are an easy way to quickly ensure access to Project Templates. See Groups for more information.
Project Template Settings
Project templates are useful for creating uniform projects. Project templates can be created by using an existing project.
- Navigate to the admin workspace
- Right-click the project you wish to make into a Project Template
- Select Make Available as Project Template from the drop-down list
A Project Template that is created in this manner can also be removed from availability if needed. This can also be done within the admin workspace.
To remove a Project Template from availability for use:
- Right-click the project previously made into a Project Template
- Select Remove from Project Templates from the context menu
The Archive Projects feature allows users to remove projects that they do not frequently access from certain workspaces in XaitPorter. This makes it easier to find important and current projects and also makes the interface more efficient for users who have access a large number of projects.
How to Archive a Project
Projects can be archived either through the document workspace as shown in the article for Project Coordinators, Archiving Projects, or via the admin workspace by right-clicking on the project you'd like to archive and then selecting Project Arching Options... from the context menu.
The Archive Project function is recommended for administrators as a cleanup and maintenance tool to help ensure that only on-going projects are actively shown on the Dashboard and within the admin workspace. This will help cut down on search times when assisting users with their projects.
What the Project Archiving Options Mean
In the Project Archiving Options dialog window, you will see three options:
This is the default option. Active Projects can contain active linked sections, will display tasks on the Dashboard, and appear in the All Documents area as well as search results by default. A project should stay active if it is being worked on.
This option will lock your documents and sections preventing them from being edited. Finished projects will still appear on the Dashboard and do not require the "Include Archived Projects" option enabled while searching. Marking a project as finished will do the following:
- Hide all unfinished tasks for users
- Break all linked sections, creating a copy of the linked section's current version instead
- Lock all picture and attachment references to the version that is currently in use in the document
The Archived Project features serves two functions. It will both mark a project as finished and hide it from view. This allows users and administrators to remove certain projects from searches and the Dashboard without having to fully delete the relating content. Archiving a project will:
- Mark project as finished
- Hide the project from search unless you enable the option "Include Archived Projects"
- Hide the project from the All Documents list:
- In the left pane on the Dashboard and in the document workspace
- In the list of projects available in Arrange Sections
- In the list of available projects shown when duplicating a project
Locating Archived Projects
Archived projects are not removed from XaitPorter, and can still be accessed by users where needed. You can access an archived project the following ways:
- Projects can be accessed with direct URL
- Projects will be shown in Favorites portlet on the dashboard
- Projects will be shown in the Recent portlet on the dashboard
Archived Projects can also be found in search, as shown in the article for Project Coordinators, Finding Archived Projects.
For Administrators, archived projects can also be shown in the admin workspace by enabling the Include Finished and Archived Projects filter.
Duplicate a Project
Projects can be duplicated along with their pictures, attachments, access rights, and workflow tasks. Duplicating a project is a useful feature, especially if you need to reuse a project but do not want to make any alterations to the original.
- Right-click the project in the admin workspace
- Select Duplicate Project from the context menu
- Rename the project in the New Project Name field
- Select or deselect the necessary options under Copy options
- Click OK
Project Duplication Options
- Duplicate pictures - selecting this option will create a new master file of all pictures within the project
- Duplicate attachments - selecting this option will create a new master file of all attachments within the project
- Duplicate access restrictions - selecting this option will carry over any restrictions you have set for individual users
- Duplicate section and picture tasks - this option is only available if you choose to duplicate access restrictions. This option will carry over any assigned tasks given within the document.
Standard Project Name
Standard project names uses metadata to create a standardized naming scheme for your projects.
When creating a new project with a Project Type that is set up to use a standard project name, you will not be asked to enter the project name as text. You will instead have to enter or select values for the metadata fields that are used in the project name. The project name will be generated based on the values entered.
The project cannot be created until all mandatory metadata fields have been given a value. For more information, see Mandatory Metadata Fields.
Once a project with a standard project name has been created, the project name can only be edited by changing the values in the metadata fields.
For information on creating a new project type using a standard project name see, Modify a Project Type.