A files journey within a project

The content of this article

• Upload files

• Download files 

• Publish files to the Publication space 

• Distribute files in the Distribution space

• Transfer files from other applications

Upload files

Purpose

To upload files in a project.

Background

You can upload files in both the Work Space and the Publication Space. During the Design phase, files are uploaded in the Work space, and when the Construction phase is started all ongoing files are published to the Publication space. 

When you upload a new version of a file, you have to give it the same name as the original file, in order to make it lay on top of the original as a new version. The new version also needs to be uploaded in the same folder as the original file.

Things you should be attentive to

•  You need to have upload rights for the specific folder. If you don't have the necessary rights, you should contact a project administrator. 
• You can upload files with both drag-and-drop and the button "Upload files".
• New versions of a file should be uploaded with the same name and at the same place as the existing file. 
• You can upload folders with and without files in the Workspace, learn how here.

How to

1. Select the folder you want to upload in (either the Work space or the Publication space) 
2. Open the folder locally on your computer and find one or more files you want to upload
3. Drag the files into the project and release them in the file area
4. Enter the information about the file (metadata) and finish with "OK"

Download files

Purpose 

To download files from a project

Background

You can download files from a project if you have access to the files. When you download the file you get the latest version, unless you actively choose to download an earlier version. 

Things you should be attentive to

• If you download more files at once, these will be packed in a .zip-file.
• You can download all files in the Work Space through the function "Download all files in the chosen folder" - Look for the button resembling a folder and a downward facing arrow. Attention: It will only be the latest file that is downloaded. 
• You can download earlier file versions, by changing the version in the drop down menu after the file has been marked. 
• Right click on files to download or use the function "Download files" - Look for the button resembling a folder and a downward facing arrow. 

How to

1. Find the files you wish to download 
2. Mark the files
3. Right click on the files
4. Click on "Download files"

Publish files to the Publication space

Purpose 

To publish files from the Work Space to the Publication Space 

Background

When the project goes into the Construction phase, the files are starting to get published. When a file is published from the Work Space, a copy of the file is created in the Publication Space, so the same file can be accessed from both modules. 

Things you should be attentive to

• There cannot be two or more of the same files in the Publication Space. It is only possible to have two or more of the same file, if they have different names. Otherwise the files have to be laid on top of each other as new file versions of an existing file. 
• If you need rights to publish files, you should contact a project administrator
• When files are published, an arrow will appear next to the file. You can easily see what the arrow means if you hover your cursor over it.

How to

1. Find the files you wish to publish in the Work Space 
2. Mark the files that are set to publish
3. Right click on the files
4. Click on "Publish new file versions"
5. Choose the folder in the Publication Space that you wish to publish files to and click ok
6. Thoroughly check the publication and click "OK"
7. A file should also be distributed if it is the first time you publish it. Click here on how to distribute files.

Distribute files to the Distribution Space

Purpose

Distribute files from the Publication Space to the Distribution Space. 

Background

In order for Trade Contractors and other users to get access to the files of the project, it is important that the files get distributed to the Distribution Space. When files are distributed, a shadow of the file is created in the Distribution Space, which is connected to the original file in the Publication Space. This is not a copy, but a shadow that is present on the distribution lists which the file has been distributed to.

Things you should be attentive to

• If you cannot distribute the file to a specific distribution list, it may have something to do with the setup on the document list or the distribution list. Click here for help with document lists and distribution lists.
• When files are distributed, an arrow will appear next to the file. You can easily see what the arrow means if you hover your cursor over it.
•  When a file is distributed, all new file versions will be distributed automatically when they are published. 

How to

1. Find the files in the Publication space that you wish to distribute 
2. Mark the files which are set to be distributed 
3. Right click on the files and choose "Distribute files"
4. Mark the distribution list that the files are being distributed to and choose "Distribute files"
5. Click "OK"

Transfer files from other applications

Purpose

To transfer files from other RIB applications to a project.

Background

You can easily transfer files if they already exist in the RIB applications. You can transfer files from other projects, archives and tenders. 

Things you should be attentive to

• In order to transfer files, you need access to the application you wish to transfer files from. If you dont have access, you should contact a project administrator. 
• When you transfer files it is only the latest file version and its information that is transferred. 
• You can transfer files from other applications to both the Work Space and the Publication Space. 
• When you transfer files from one project to another project in the workspace, you can also transfer folders.

How to

1. Find the folder you wish to transfer files to
2. Click on the button "Upload files" (Work Space) or "Upload/Publish new file versions" (Publication Space)
3. Choose transfer (If you are in the Publishing Space you should click on "Local computer" first.)
4. Choose which application you wish to transfer the files from and navigate to the files 
5. Mark the files and finish with "Transfer"