File areas

This article will explain what file areas are and how to use them in your project.

Table of contents

1. What are file areas and why use them?
2. How to set up file areas
3. Approving and authorizing files to the shared- and published file areas
4. User rights and access to file areas

Note

In Dalux Box Pro, you can use files, shared files and published file areas. You can then use file flows to set up flows to automatically move files between file areas.

In Dalux Box Standard, you can only use files and published files. In Box Standard it is only possible to manually publish files.

What are file areas and why use them?

File areas are based on ISO 19650 and are used for managing access to files. 

There are 3 file areas:

Files

Shared files

Published files

'Files' can be seen as a place for files that are a work-in-progress.

'Shared files' (Box Pro Only) are used for collaboration from several design teams on files before they are published. It can also serve as a place for files that are ready for review.

Things to note for the shared files area:

• You cannot change metadata in shared files, except for the status if you have this feature set up in your project.
• You can still do public markups in shared files
• You cannot delete files from shared files without removing them from shared files first

Published files are for files that are ready to be published to project participants.

Things to note for the published files area:

• You cannot change metadata in published files (not even status)
• You cannot do public markups
• You cannot delete files from published files without removing them from published files first

 Technical information

Drawings will only be visible in the Locations module if they have been authorized to the published file area. (In contrary to models. unless using manual publishing).

This split into the three types of file areas makes it easy for you to manage and organize your files. This is can used to comply with ISO19650 file handling.

Files - Information being developed by its originator or task team, not accessible by anyone else

Shared files - Information approved for sharing with other appropriate task teams and delivery teams or with appointing party

Published files - Information authorized for use in more detailed design, for construction or for asset management

Dalux keeps recording of changes to the files through metadata and file history, keeping an archive of the audit trail.

How to set up file areas

To set up file areas, you first have to choose which areas you want to activate. To do that go to

Settings Box 'File areas'.

In the new window, select between either 'Files and published files' or 'Files, shared files and published files' and click 'Next':

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 Technical information

If your building(s) contains one or more files that are not linked to Box, you will get a warning and will not be able to proceed:

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After clicking 'Next', you will be asked to select the location where all the existing files in your project should be stored. This will determine whether these files will be published and accessible to everyone in your project or not.

Caution

If you choose published files there are some consequences to consider. When files have been made available in the 'Published files' area, they cannot be edited in that folder and all users get access.

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Then click 'Save' and your file areas will appear in the Box section:

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Approve and authorize files to the shared- and published file areas

There are two ways to approve and authorize files to the shared and published file areas. The first is the direct approval/authorization by the project planner/administrator or by a user with permission to do so.

To directly approve or authorize a file, go to

Box Find and select the file in the folder structure More Click Approve to shared files or Authorize to published files:

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The approval process for files depends on the project setup and can be done by the individuals responsible for the specific files or drawings.

Your project will come with a pre-defined user group called 'project planning manager'. Users in this group have the default permissions to approve and publish files, as well as set up approval workflows.

If you want another user group to be able to approve or publish files, you will have to give them permission.

 User rights

You need to be a project administrator to set permissions in user groups.

To give permission, go to

Settings Users Click on the user group Add:

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Another option is to establish a stricter process for approving and authorizing files by implementing file flows. If a user lacks the necessary permissions to approve a file, they can now submit the file for approval through an approval/authorization flow. The file will then be visible to the project administrator or authorized individual who can approve it.

 Read more

To learn more about file flows you can read this article: How to set up File flows.

User rights and access to file areas

When you have activated the file areas you want active in your project, you need to make sure to give the right users access to the right areas. 

To edit a user group rights, go to

Settings Users Select the user group you want to edit Folders:

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You can modify the areas and folders that the user group can access, specify the type of access they have, and determine if they can approve and authorize files.

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