Work packages help teams organize and control access to groups of documents within a project. They are commonly used to manage deliverables for specific project stakeholders.
For example, a project team may create separate Work packages for:
pre-fabrication deliverables,
HVAC documentation,
maintenance documentation,
contractor-specific documentation.
Each Work package can be made visible to specific companies, assign editing rights, or restrict access entirely.
📝 Note: Work packages can only be created at the phase level of a project.
How Work packages function
Work package codes
Documents become part of a Work package when they share the same Work package code. The Work package then applies its visibility settings to those documents. Work package codes are metadata values assigned to documents.
Documents are assigned to a Work package through matching Work package codes.
Assign one or more Work package codes to a document in its metadata.
Create a Work package and assign the same Work package code(s) to it.
Any document with a matching code is automatically included in that Work package.
Example:
The document (1) L01-S4-ARC-A.00-01.03-001 has the Work package code (2) A/D assigned to it.
The Work package (3) Architectural Drawings is also assigned the code A/D.
Because the codes match, the document is automatically included in the (4) Architectural Drawings Work package.
This document will automatically appear inside the Architectural Drawings Work package because it has the relevant Work package code.
Company access control
Work packages can be used to control which companies have access to the documents they contain. When creating a Work package, you can define which companies can view, edit, or are restricted from accessing its documents.
See Create a Work package below for more information about these access settings.
Administrators: Set Workgroup role permissions
Work package creation
The Space Administrator can control the Workgroup member's ability to View, Add, Edit or Delete Work Packages and Work Package codes according to their Workgroup role permissions.
By work package
To allow Work package visibility settings to control document access, the Workgroup role permissions for (Confidential) Documents must be set to By work package.
If permissions are set differently, the Work package visibility settings will not take effect as intended.
These permissions can be configured by the Space administrator in the CDE tab.
Create Work package codes
To set up a Work package code, follow these steps:
Step 1: Go to the Settings tab of a Project or Phase
Step 2: Navigate to Work package code within the settings menu
Step 3: Click on the Add button
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.
Step 5: Click Save
⚠️ 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.
Create a Work package
To create a Work package, follow the steps below:
Step 1: Navigate to a project phase.
Step 2: Navigate to the Documents tab, where the Work Package feature can be found under the Menu section.
Step 3: Next, click on the Add button.
Step 4: On the details page of the Work package, the name (1) must be filled in, and a description (2) may be included. 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.
Step 5: Click Save.
💡 Tip: Work package codes do not have visibility settings of their own. Their purpose is only to associate documents with one or more Work packages.
Once a Work package code is assigned to a Work package, it inherits that Work package's visibility settings.
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.
Work package code can be assigned to multiple Work packages. 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.
Assign Work package codes 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.
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.
