Work package folders in combination with Work pack codes, allow teams to manage document visibility and confidentiality, by grouping documents into folders that can be visible, assigned to, or hidden from specific teams.
Work package Codes
In BIMcollab, the Work package code can be used to manage deliverables or work packages efficiently within a project. Once created, a Work package codes become unique metadata identifiers that can be assigned to documents, and allow for documents to be added to multiple Work package folder.
By assigning the same code to both documents and a Work package, the documents are seamlessly added to the Work package folder. This happens because the Work package essentially inherits all documents that share the same Work package code.
Set up Work package codes
To set up a Work package code, follow these steps:
Step 1: Go to the Settings tab
Step 2: Navigate to Work package code within the settings menu
Step 3: Click on the "Add" button
⚠️ Attention: If you do not see the Work package codes feature, it means that your user role View permission is restricted. Please contact your Space Administrator in this case.
Step 4: On the details page of the Work package Code, the name (1) must be filled in, and a description (2) may be included if necessary.
Step 5: Click Save
Add a Work package code to Documents
Users can assign a Work package code to a document either during the upload process (while adding information to the uploaded files), or when editing the properties of an already uploaded document.
1. During the upload process:
After uploading the required files, the documents are placed in a personal queue where additional information must be added to the uploaded files. Here, the Work package code can be filled in as seen in the image below.
📝 Note: The Work Package Code field becomes mandatory if the user's permission for "Add documents" is set to "By property".
2. While editing document properties:
Select the document you would like to assign a Work package code to, then click on the edit icon. This will take you to the "Edit Document" page where you can provide the required code for the Work package.
Work packages
A Work package is a defined folder of a project, representing a group of documents that can be visible, assigned to, or hidden from a team. Work package folders combined with Work package codes, allow teams to break project down into smaller document groups with their individual visibility and access rights. This functionality gives project managers a level of control over the confidentiality of shared documents.
Set up Work Packages
To create a Work package, follow the steps below:
Step 1: Navigate to the Documents module, where the Work Package feature can be found in the "Documents" module under the Menu section.
⚠️ Attention: If the Work Package feature is not visible, it means that your View permission is restricted. Please contact your Space Administrator.
Step 2: Next, click on the "Add" button.
Step 3: On the details page of the Work package, the name (1) must be filled in, and a description (2) may be included if necessary. Here, a Work package code (3) can be assigned to the work package..
The visibility of documents within the Work package is dependent on the following properties:
Visible to (4): Only the team members in the companies filled in here can view the documents in the Work package.
To be changed by (5): Only the team members belonging to the companies filled in here can view and edit the documents in the Work package.
Hidden from (6): The parties listed here do not have access to view the documents in the work package.
However, the work package visibility works in conjunction with the user role permissions settings for Work packages. The user role permissions for Work packages must be set to "By Property" for Work Package visibility settings within Documents to take precedence over other permissions.
Step 4: Click Save.
💡 Tip: Work packages may be assigned more than one Work package code if needed. These codes will inherit the property of the Work package to which they are assigned.
However, if Work package codes are assigned to multiple Work packages with conflicting "Hidden from" visibility settings, neither of the affected companies will be able to view the Work Packages.
Add Documents to a Work Package
To add documents to your newly created Work package, assign the required Work package code (same one assigned to the documents) to the Work package.
📝 Note: You can choose to create a Work package before adding Work package codes to your documents; there is no strict sequence that must be followed.
Once this step is completed, users will be able to view the documents within the work package by clicking on the required Work package folder (from the Documents tab), and using the view button.
📝 Note: Only documents that share the same Work package code as the Work package will be included in it.
Work package codes inherit visibility settings of the Work package to which they are associated. In the example image below, the visibility properties are blank because the work package code has not been assigned to any Work package.
Before a Work package code is assigned to a Work package:
After a Work package code has been assigned to a Work package:
As shown in the image above, the Work package code has now inherited the visibility settings of the Work package "HVAC_00".
User Role Permissions for Work Packages and Work Package code
The Space Administrator can control the team member's ability to View, Add, Edit or Delete Work Packages and Work Package codes in the Space settings. For a better understanding of User role permissions in BIMcollab, please refer to this article: User role permissions.