Work with Briefcase Files

Overview

The files in the Enterprise Service Management (ESM) Briefcase can be shared and added by project members. You can also set permissions for files or recover deleted files.

In this article:

• Default Folders
• Set Permissions on Files
• Add File(s) to the Briefcase
• Update File(s) Using Check In and Check Out
• Copy File(s)
• Create Folder(s)
• Move Files
• Rename File(s) and Folder(s)
• View File Revisions
• View Who has Accessed a File
• Recover Deleted Briefcase File(s) or Folder(s)
• Forward File(s)
• Close a Project with Briefcase Files

What materials do I need?

• Internet connectivity
• Web browser
• Access to ESM TDWorkManagement
• Access to ESM Project application

Default Folders

There are three dynamic folders that automatically appear in each briefcase.

• My Files – Displays all files that the current user is marked as “Created By”.
• My Checked Out Files – Checked Out Files include all currently checked out files and are displayed from earliest to most recent check out date.
• Recent Files – Recent Files is the folder that opens by default when opening a briefcase. These are all the files you’ve viewed lately.

To view the default folders in the project briefcase:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. Click My Checked Out Files, My Files, Recent Files at the top of the briefcase list.

Set Permissions on Files

Setting permissions on a file allows you to protect the document by providing project members with update, delete, read-only or full permissions. Full permission allows project members to set permissions.

To set permissions on a file:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file for which you’d like to set permissions.
5. Click the title of the file, then click the Security tab in the File Detail window.
6. The list of project members and their rights will display in the file security window
7. In the File Security window, the list of project members and their rights will display in the checkboxes below each type of permission.
8. Select the checkbox that corresponds to the type of permission you’d like to grant project members. The permissions are the following:
   • Full – The ability to set permissions, read, update, and delete the file.
   • Read – The ability to view and download the file.
   • Update – The ability to check in or check out the file.
   • Delete – The ability to delete the file. A project member without delete permissions cannot have full permissions.
9. Click the Save button at the top of the File Security window.

Add File(s) to the Briefcase

To add files to the notifications:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder in which you’d like to add a file.
5. Click +New at the top of the briefcase list and select the source where the file will be added from.
6. In the New File window, click Browse to locate and select the file.
7. Fill in the Notification and Comments fields if desired.
8. Click the Upload button in the New File window.
9. In the File Added Successfully window, click Close this window or Add another file.

Update File(s) Using Check In and Check Out

When you want to upload an updated version of a file, check it out to prevent other users from making changes. This ensures that project members cannot overwrite each other’s work, or do not become confused by multiple versions of a document. Then you can upload an updated copy of the file and check it in.

Checking in a file will add the file to the briefcase as a new version. The location of the file will not change, only the name (possibly) and version number. Users will be able to download the new version as well as view all previous versions in the Revisions tab.

Undoing a check out will leave the previous version of the document in the briefcase as opposed to adding your new version as a new revision.

To upload a new version of a file:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to check out.
5. In the File Details window, click the Actions button and select Check Out from the dropdown.
   Note

   Other individuals will see that the file is checked out, and they cannot add a new version of the file until you either check it in or undo your check out.
6. Make the updates to the file.
7. When the updated file is ready, return to the File Details window.
8. Click the Actions button and select Check In.
9. In the Check In File window, select the updated file.
10. To send a message about the update to project members, add them to the Select Users to Notify Field.
11. Add a Description if desired and click the Upload button.

In the File Detail window, the status of the file will now display as Available.

Copy File(s)

To copy a file from one project briefcase folder to another:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to copy.
5. Click the title of the file you’d like to copy.
6. In the File Detail window, the status of the file will display Available.
7. Click the Actions button and select Copy from the dropdown.
8. In the Select a Folder window, click the title of the folder to which you’d like the file to be copied.
9. Click Select at the top of the Select a Folder window, then click OK in the confirmation popup.

Create Folder(s)

To create a new folder or sub-folder in the briefcase:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
   • To create a new folder, click the +New button at the top of the briefcase list.
   • To create a sub-folder, click the folder in which you’d like to create the sub-folder, then click the +New button at the top of the briefcase list.
4. Select Folder from the dropdown.
5. Enter a title in the field, then press Enter.

Move Files

To move a file from one folder to another in the briefcase:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to move.
5. Click the title of the file you’d like to move.
6. Click the Actions button in the File Detail window and select Move from the dropdown.
7. In the Select a Folder popup window, click the title of the destination folder, then click Select.
8. Click OK in the confirmation popup.

Rename File(s) and Folder(s)

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
   • To rename a file:
     1. In the Folders list, click the title of the folder or sub-folder which contains the file you’d like to rename.
     2. Click the title of the file you’d like to rename.
     3. Click the Actions button in the File Detail window and select Rename from the dropdown.
     4. In the Rename File popup window, enter the new name in the Name textbox, then click Save.
   • To rename a folder:
     1. In the Folders list, click the title of the folder you’d like to rename.
     2. Click Folder Actions at the top of the briefcase list and select Rename Folder from the dropdown.
     3. Enter the new name in the textbox in the Folders list.

View File Revisions

To view past versions of a file:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to view.
5. Click the title of the file, then click the Revisions tab in the File Detail window.
6. Click the title of the revision you’d like to download, then click OK in the confirmation popup.

View Who has Accessed a File

Project managers can see which project members accessed a particular file in the Read By tab.

To view the Read By history of a file:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to view.
5. Click the title of the file, then click the Read By tab in the File Detail window.

Recover Deleted Briefcase File(s) or Folder(s)

Deleting a briefcase file or folder really only marks that item as deleted but does not actually delete it. In order to recover deleted file(s), or folder(s) from a project's briefcase submit an Enterprise Service Management request to and an ESM Enterprise Admin do so.

Forward File(s)

In order to forward files from the briefcase to an email address, the user must:

1. In TDWorkManagement, open the Projects application.
2. Click the appropriate Project in the left navigation.
3. From the left sub navigation, click Briefcase.
4. In the Folders list, click the title of the folder which contains the file you’d like to view.
5. Click the title of the file.
6. Click the Actions button in the File Detail window.
7. Select Forward from the menu, a new window will open and will prompt for an email address to forward to.

Close a Project with Briefcase Files

If there are files in the project Briefcase that users will continue to need access to, please take action before closing the project:

1. On the Close Project page, click Go To Briefcase.
2. Select a Folder to view its files.
3. Right click on a file and select Details
4. Click Actions > Add to File Cabinet.
5. Repeat steps 2 – 4 for all files/folders in the project that you wish to preserve in the File Cabinet.

Need additional help or have issues

For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for the appropriate support group.