Top-Level Folders

Workzone allows for the creation of as many folders and subfolders as needed to best organize work. Workzone provides a default set of top-level folders as placeholders available for editing.

You can also create your own template for top level folders and subfolders, and reuse this template when you create new workspaces. This feature needs to be enabled by an Administrator in the settings (gear icon) for All Workspaces in Other settings under Documents. Click the checkbox next to Inherit Folder Structure.

Select a workspace from the workspaces dropdown menu in the top left of the page. Click the Documents icon at the top. On the left, you’ll be presented with a list of top level folders into which you can place work. Below is a description of each of the default folders and their common use.

Top level folders can be added, renamed, and deleted by hovering the cursor over a top level folder on the left and clicking on the 3 vertical dots ( ︙ ) that appears to the right. Reordering folders is possible using traditional drag and drop functionality.

Projects

The top level folder named Projects in the Documents area (which is only seen when Projects is enabled and visible to a specific user-type) can be moved, like other top-level folders, but it cannot be deleted. Within this folder, a folder for each project is generated automatically. When one of these folders is selected, the Projects icon next to the name at the top takes you directly to that project in the Projects area.

By default, projects in an Active state are shown. Complete, Inactive, and Cancelled projects can be displayed using the Project State dropdown menu at the top of the main section.

NOTE: The project state filter used here is the same as the one used in Projects. Changes made in one location will be reflected in the other.

Projects are listed alphabetically in the left navigation. In the main section, projects are sorted using the same Sort By dropdown menu as found in the Projects area (at the bottom). The default is chronologically, by project end date (for those projects with dateless tasks and no end date, they are sorted by creation date).

NOTE: The Sort By selection used here is the same as the one used in the Projects area. Changes made in one location will be reflected in the other.

Workzone also creates automatic task folders for any tasks with attachments. These folders contain all items attached to the task and live inside the project folders in Documents and in the Files section for the project in the main Projects area. You can create subfolders inside the automatically generated task folders.

Files can be uploaded, copied or moved directly into the project folder, just as with any folder in Documents. Subfolders can be created inside the project folder. Files attached to the project or tasks in Projects show up in this same project folder, side by side with files uploaded directly to this folder. All collaboration features of Documents (approvals, image markup, versioning, check out/in) are available for files uploaded to project folders.

When a project is marked complete in Projects, the project will automatically be archived (hidden) in Documents (assuming that Project State is filtering for Active projects).

Sample Folders

Generically named sample folders are designed to be renamed/repurposed by hovering over the folder and using the 3 vertical dots ( ︙ ) that appears to the right. Click Rename from the drop-down menu.

Screening Rooms

Screening rooms allow people outside of the normal working group to view documents and to provide feedback. Screening rooms stay open for a specific duration that you set, creating a sense of urgency to the viewer to provide feedback on a timely basis. To learn more about Screening Rooms, click here.

NOTE: Screening Rooms aren’t visible in Documents until initially established in an individual workspace's settings.

Reviewer Uploads

This folder is for documents that Reviewer users upload, allowing collaboration between them and your team. The Reviewer uploads folder (or whatever name you choose to give it) has special properties that allow Reviewers, Managers and Administrators to collaborate as equals, uploading, editing and deleting anything in the folder. In all other folders, Reviewers cannot upload, edit or delete files.

Partners

The Partners section of Workzone allows your business partners to load content into a workspace. Based on how you have set up a specific Partner, the material they post can either be visible directly by the Reviewer, or require your approval prior to Reviewer viewing. The Partners section also allows your company and the Partner to share documents in a way that is not viewable by the Reviewer.