The 'Company Drive Templates' screen allows the admins to create and manage folder structure templates for use in project-specific file storage drives.
Project drive - Background Linarc offers a robust, cloud-based file repository for each managed project, providing project managers with a centralized platform to efficiently store, organize, and share a wide range of files, including documents, plans, drawings, photos, presentations, and more. Each project-specific file storage comes preconfigured with three distinct drive types, designed to meet diverse collaboration and access needs: 1. Company Drive The Company Drive is designed for sensitive and mission-critical files, ensuring secure storage and sharing exclusively among project team members within your organization. It is ideal for housing internal documents, proprietary plans, contracts, and other confidential resources. 2. Project Drive The Project Drive serves as a collaborative workspace for sharing files and documents with team members from all companies involved in the project. Key features include: Flexible Folder Structures: Users can organize documents using a predefined folder-subfolder hierarchy, which can be imported from company-level structures and/or created on an ad-hoc basis. Custom Access Levels: Folders can be configured with selective access permissions, allowing tailored sharing with specific team members. This drive simplifies document management across multidisciplinary teams, promoting seamless collaboration. 3. System Drive The System Drive provides automated archival for critical project documents, including RFIs, submittals, and change orders, which are saved as PDFs for easy access and sharing. Key benefits include: Predefined Folders: Default folders organize documents by type, ensuring consistency and ease of retrieval. Automated Access Control: The files are shared among those involved and participated in the approval workflow of the respective document.See Files – An Overview to know more about project-level file repository.
This article explains how the folder templates can be configured at the company level, which can be selected and applied to the project drive at the project level.
Company-level Folder Templates
- The company admin can create and manage multiple folder templates within the company-level master list.
- The templates can be tailored to accommodate specific requirements, such as construction types, building types, company categories, or combinations of these factors. For example, a template for a new multi-family residential building could be created by selecting the construction type as 'New Construction' and the building type as 'Residential.'
- When a new project is added to Linarc, a project-level repository is automatically created, featuring a default drive named the "Project Drive." This drive can be configured with a pre-defined folder structure by importing a suitable template from the company-level master list.
- Templates can be updated at any time to add, remove, or reorganize folders and subfolders, ensuring they meet evolving project needs.
- Any modifications made to the company-level folder templates will only apply to new projects created after the changes. Existing projects and their folder structures remain unaffected, preserving their integrity and consistency.
The Company Drive Templates Screen
- Ensure that you are in the 'Company Drive Templates Configuration' screen of the company admin console. If not:
- Open the company admin console
- Click 'Configuration' on the top, then select 'Drive' on the left
The screen shows available drive templates in the company-level master-list. The 'Default View' shows all columns in the table. You can remove the columns you do not want to see from the table and save it as your custom view. See Customize Columns in List Views and Manage Custom List Views to learn more.
- Template Name - The label of the folder structure template
- Construction Type - The category of the work that the template is suitable for, whether the project is a new construction, renovation, remodeling, etc. (Optional)
- Building Type - The category of the constructed structure for which the template is suitable.(Optional)
- Company Type and Subtype - The type of the company for which the template is suitable. (Optional)
- Created By - The administrator who added the template to the company-level master-list
- Created On - The date on which the template was added.
- Action - Has options to take management actions on the member, for example, to remove the member from the distribution list.
Search and filter options:
- Use the 'Search' box located at the top left to find a template using any value from the table as search criteria
- Right-click the column header and customize the display and order of the columns as you wish
- The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these:
Create a Folder Template for the Project Drive
- Ensure that you are in the 'Company Drive Templates Configuration' screen
- Click 'Add New Template' at the bottom
A new item gets added with a default label 'Custom Template.' You can now configure:
The General Details
- Add the following values directly to the table:
- Name - Click inside the cell (not on the name with the hyperlink). You can edit the name and enter a suitable one
- Construction Type - Select the nature of the project work for which the pre-defined folders are designed in the template (Optional)
- Building Type - Select the category of the structure for which the pre-defined folders are designed (Optional)
- Company Type and Subtype - Select the business/trade type for which the pre-defined folders are designed (Optional)
- Your entries are auto-saved.
Folder structure and predefined folders
- Click the template's name to open its folder structure
- You can customize the template by adding, renaming, or removing folders and subfolders.
Use the links below to learn more about:
To add new root-level folders
- Click 'Add New Folder' at the bottom
- A new row gets added.
- Enter a label for the folder
- Repeat the process to add more folders.
The root-level folders get auto-saved.
To add a subfolder
- Right-click on the parent folder and select 'Add Folder'
- Enter a label for the folder and click 'Add'
- Repeat the process to add more sub-folders
To rename a folder/subfolder
- Double-click on the folder or the subfolder
- Enter the new name label for the folder and click outside the cell to save your changes
To remove a folder/subfolder
- Right-click on the folder or the subfolder and select 'Delete'
The folder gets removed along with its subfolders. The confirmation dialog shows the number of folders (including parent and subfolders) in that branch.
- Enter the number in the confirmation dialog and click 'Delete'
Your actions are auto-saved.
Edit the Folder Template
You can alter any folder template anytime. After the edit, the new folder template will only apply to the new projects you add to Linarc. The folder structure of your existing projects will not be affected.
To edit the folder template
- Login to your company admin console
- Click 'Configuration' on the top, then select 'Drive' on the left
- Click on the name of the template you want to edit
- Edit the template as required
Use the links below to learn more about:
Reminder: The changes will not be reflected in the existing projects' file repository. Only the new projects created after the edit will have the new default folder structure on their file repository.
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