#What Can I Do as a Project Lead / Project Admin?

The following sections list the activities that a Project Lead can perform in Confide with SharePoint Embedded.

Besides the following activities, a Project Admin can perform other activities in Confide.

• Create a Project

• Clone a Project

#View My Projects

The My projects page displays the projects that you have access to. You can click a project to open that specific project.

A project is accessible to you in the following scenarios:

• The project is created by you.

• The project is created by other Business Owners/Project Leads and shared with you later.

#Dashboard

As Project Administrators, you can use the project dashboard to monitor a project by viewing project progress, activities, and tasks.

• Completed tasks – Displays the percentage of completed tasks in the project. The number below shows the percentage changes over the last 7 days.

• Overdue tasks – Displays the number of overdue tasks in the project. The number below shows the changes over the last 7 days. You can click the arrow button next to the number to go to the All tasks page view the task list.

• Unassigned tasks – Displays the number of unassigned tasks in the project. The number below shows the changes over the last 7 days. You can click the arrow button next to the number to go to the All tasks page view the task list.

• Open tasks – Displays the number of open tasks in the project. The number below shows the changes over the last 7 days. You can click the arrow button next to the number to go to the All tasks page view the task list.

• Recent activities – Displays the latest 10 activities you have performed, including uploading, viewing, and downloading files.

• Inactive users – Displays the top 20 inactive users who have not signed in to Confide for the longest time. Inactive users are users who have never signed in to Confide or have not signed in within the last 7 days. You can click See all to go to the User view page to view all inactive users.

• My tasks – Displays 20 tasks that have been assigned to you in ascending order by the due date. You can click See all to go to the My tasks page to view all your tasks.

#Create a Project

Project Leads can create new projects in either Confide with SharePoint Embedded or the Cloud Governance portal when the project creation in Confide is not restricted by the administrator. Otherwise, new projects can only be created via service requests.

#Create projects in Confide

Refer to the following steps to create a project in Confide with SharePoint Embedded:

1. Create New project in the upper-right corner of the My projects page.

2. On the Templates page, several built-in templates are displayed as well as the templates you generated before. Select a template, and then click Use selected template to reuse the selected template. The New project page then appears. You can modify the folder structure in the new project to meet your needs.

   If no templates meet your needs, you can click Start from scratch to create a brand new project. The New project page then appears.

3. Complete the following information in the New project window:

   • Name – Enter a name for this project.

   • Industry – Select an industry from the drop-down list. To search for an industry, enter keywords in the search text box, and then values that contain the entered keywords are displayed.

   • Location – Select a location to store your project data.

     NOTE

     This is only available when Project Leads are allowed to specify the location when creating a project by the administrator.

   • Business Owner – Select a Business Owner from the drop-down list. If there is only one Business Owner, the Business Owner is automatically filled in.

   • Target close date – Click the Calendar button to configure a target close date for this project.

   • Auto-lock – Choose whether to enable the auto-lock for the project.

   • Enable task encryption – Choose whether to encrypt the comments in task requests.

   • Block bulk download for users – Select whether to restrict the bulk download of files and folders for all users in the project.

   • Description – Enter the project description.

   Complete other properties if any. This is determined by your administrator's configurations.

4. Click Create. After a project is successfully created, you will be redirected to the Settings page to configure project settings.

#Create projects via service requests

You can create new projects by submitting service requests in the Cloud Governance portal when the following conditions are met:

• Your organization has available subscription for both Confide with SharePoint Embedded and Cloud Governance.

• You have been assigned service permissions for the Confide project creation service in Cloud Governance.

For more information on how to submit a service request, refer to Requests.

#Configure Project Settings

If you are a project administrator, you will find Settings from the left navigation so that you can configure project settings.

It is recommended that you configure project settings in the following order:

1. Folder structure – Add folders to set up a folder structure to categorize files and permissions. You can add up to 7 levels of folders. Keep in mind that permissions are managed at the folder level.

2. Groups & permissions – Create user groups to classify group members and then assign permissions to groups to manage user access.

3. Users – Invite internal users and external users to appropriate user groups to collaborate on projects.

4. Tasks – Configure task settings and import tasks in bulk using Excel templates.

5. Monitor – Monitor files uploaded in your project but opened in Microsoft Office web pages and shared with others using the Manage Access feature.

#Set up Folder Structure

On the Settings / Folder structure page, refer to the following steps to set up a folder structure to categorize files and permissions:

1. To add a folder, click Add folder, enter a folder name, and then click Save to save the changes. Repeat this step to add multiple folders.

2. To add a subfolder, select a folder from the left pane, and then click Add subfolder. Enter a subfolder name, and then click Save to save the changes. Repeat this step to add multiple subfolders.

   You can also select a subfolder, and then click the Add Subfolder button to add a subfolder at the same level. Enter a subfolder name, and then click Save to save the changes. Repeat this step to add multiple subfolders.

   Click the Expand button next to a subfolder to show the child subfolders within, or click the Collapse button to hide the child subfolders within.

3. To add a child subfolder, select a subfolder, and then click the Add Child Subfolder button. Enter a subfolder name, and then click Save to save the changes. Repeat this step to add multiple child subfolders. Up to 7 levels of folders can be created.

To update the folder/subfolder name, click the folder/subfolder name, and then the text box is editable. Enter a new name, and then click Save to save the changes.

To delete the folder/subfolder, click the Delete button next to the folder/subfolder, and then select Delete in the confirmation window.

To update the folder structure, select the subfolder in the right pane, and then drag it to the desired new location.

#Create Groups and Assign Permissions

Note the following:

• In each project, you will find a built-in Administrators group. Users in this group are called project administrators. Only project administrators can edit and delete projects.

• The Business Owner who creates the project is automatically added to the Administrators group.

• If the project is created by a Project Lead, the Project Lead, together with the designated Business Owner, will be added to the Administrators group.

• You can add other internal users to the Administrators group.

• External users can be added to the Administrators group only when they have already been invited to the project.

On the Settings / Groups & permissions page, refer to the following steps to create user groups to classify group members and then assign permissions to groups to manage user access:

1. Click Add group, and then enter a name for this group.

2. Switch to the Permissions tab to assign permissions to this group. Folders within the current project are displayed.

3. Select a folder, and then select the permissions to be assigned to this folder.

   NOTE

   Files inherit permissions from their parent folders. To assign permissions at the file level, click Show files to display all files within the specific folder. Select a file, and then select the permissions to be assigned to the file.

   • View – Users with this permission can view the selected folder and all files within. Users can view files of the following types online: .pdf, .ppt, .pptx, .xls, .xlsx, .xlsb, .xlsm, .doc, .docx, mp3, .mp4, .wma, .wmv, .gif, .jpeg, .jpg, .png, .zip, and .txt.

   • Edit – Users with this permission can view, download, upload, and delete files within the selected folder. Users can edit files of the following types online: Word, Excel, and PPT.

     Note the following:

     • With this permission, users can upload a file that shares the same name as an existing file in the folder, and the newly uploaded file will overwrite the existing one.

     • By default, the owner of a file always has the Edit permission to the file.

     • If users still use Office 2003 or an earlier version, they will be limited to viewing Word, Excel, or PPT files online when clicking the file names.

   • Download – Users with this permission can view and download the selected files and folders, as well as all files within the folders.

   • Request – Users with this permission can submit requests.

4. Click Save to save the group.

5. Switch to the Members tab to add group members. You can add both internal users and external users as group members. To remove a group member, click the Remove button next to the group member, and then click Remove in the confirmation window.

#Invite Users to Collaborate on a Project

On the Settings / Users page, refer to the following steps to invite internal users and external users to user groups to collaborate on projects:

1. Click Add user.

2. Complete the following information in the Add user window:

   • Email address/username – To invite an internal user, enter the partial or full email address or username in the text box, and then search results are displayed. Select the user that you want to add from the search results.

     To invite an external user, enter the full email address of the user, and then click the Check button to confirm the entered email address. Specify the First name and Last name of this user in the corresponding text boxes.

     For the external user with whom you have shared permissions, the user will be displayed in the search results, and you can select the user directly without having to confirm the email address.

     NOTE

     The first name and last name cannot be changed once you specify them. If you want to update the first name and/or the last name of the user, you need to delete the user and add the user again.

   • Sent invitation email – Select or clear the checkbox to indicate whether to send an invitation email to the user with the defined email address that you entered above. In the invitation email, the invited user will find the Confide environment URL to access Confide.

   • Assigned groups – Select groups that you want to add the invited user to. Users will inherit permissions from the groups to which you add them.

3. Click Save to add the user.

To import users, click Import > Step 1. Download template to download a template. Complete the user information in the template, and then click Import > Step 2. Import users to import these users to the project. You can import up to 10,000 users at one time. Make sure each user’s email address is less than 320 characters, and both the first name and last name are less than 100 characters. Meanwhile, the groups assigned in the template must exist in Confide. Meanwhile, the groups assigned in the template must exist in Confide. If you add multiple groups in a cell for a user, separate each group with a comma.

To edit a user’s group membership and permissions, refer to the steps below:

1. Select a user, and then click Change permissions.

2. In Group membership, groups where this user has been added are displayed. You can remove the user from groups or select groups to add this user to.

3. In Unique permissions, permissions assigned to this user are displayed. Permissions are assigned at the folder level. You can update permissions for each folder within the current project.

   Note the following:

   • Files inherit permissions from their parent folders. To assign permissions at the file level, click Show files to display all files within the specific folder. Select a file, and then select the permissions to be assigned to the file.

   • You cannot remove a permission from a user if the permission is inherited from groups.

To delete users, select the users, click Delete, and then click Delete in the confirmation window to proceed.

To send an invitation email to users, select the users and then click Send invitation email. If some of the selected users do not have permission to access the project, a pop-up message will appear so that you can choose to: cancel sending invitation emails, send invitation emails only to those who have permissions, or send invitation emails to all of the selected users.

If you add a user to the project and choose not to send an invitation email, the Invitation not sent status will be displayed; if you add a user to the project and choose to send an invitation email but the user has not signed in to the project, the Invitation sent status will be displayed; if the added user has already signed in to the project, the last sign-in time will be displayed, and you can no longer send an invitation email to the user.

#Configure Task Settings

On the Settings / Tasks page, you can manage categories, manage priority settings, and import tasks in bulk.

To manage categories, you can perform the following administrative operations in the Category list section:

• Create new category – Click New category, enter a category name in the text box, and then click Save to save the name.

• Edit category – Select a category, click Edit, enter a category name in the text box, and then click Save to save the updated category name.

• Delete category – Select one or more categories, and click Delete. In the Delete window, click Delete to confirm the deletion.

Tasks are automatically prioritized based on their due dates, which ensures that urgent tasks are given high priority in a user's task list. You can view the default priority levels and due dates in the Priority settings section. To customize the priority levels, enter the numbers to specify the due date for the High level and Medium level, and then click Save to save the settings.

To import tasks in bulk in the Import task list section, click Download task template to download our pre-formatted task template, configure the task information in the template, click Import my task list to select the configured template, and then click Open to import.

#Monitor

On the Settings / Monitor page, you can monitor files uploaded in your project but opened in Microsoft Office web pages and shared with others using the Manage Access feature.

To search for files by file name, enter a keyword in the search text box, and then press Enter on your keyboard. Search results are displayed.

To filter files, click the Filter button. Configure file types, file owners, and file modified time, and then click Apply. Files that meet the configured filter criteria are displayed.

To export the shared files locally, you can select files and click Export.

#Alerts

On the Settings / Alerts page, you can view and manage all alerts within the project library. You can view the alert title, creator, created time, status, number of alert recipients, and the alert scope. Click the alert recipient number link to view the user list. Hover over the scope to view the relative path of the folder or file to which the alert applies.

Select an alert and click Enable or Disable to update its status to enabled or disabled.

You can edit the alert settings by selecting it and clicking Edit. If the alert is no longer needed, you can also delete it.

#Other Project Settings

On the Settings page of a project, you can view other project settings on the upper-right corner. Refer to the sections below for detailed information.

Clone a Project

Business Owners and Project Leads in the Administrators group can clone a project. On the upper-right corner of the Settings page, click Clone project to clone the current project.

On the Clone project page, project information of the cloned project is automatically filed in. You can modify the project information based on your needs. In Items to clone, choose what you want to clone:

• Folder structure – This checkbox is automatically selected and cannot be modified. You can modify the folder structure later.

• Files – Select this checkbox to clone files.

• Groups & permissions – Select this checkbox to clone groups together with the permissions.

  NOTE

  Without selecting the Userscheckbox below, groups’ members will not be cloned.

• Users – Select this checkbox to clone users.

  NOTE

  Users’ unique permissions will not be cloned. Without selecting the Groups & permissions checkbox above, groups, where the users belong, will not be cloned, either.

Edit a Project

As a project administrator, you can edit the project. On the upper-right corner of the Settings page, click Edit project to edit the current project.

Delete a Project

As a project administrator, you can delete the project. On the upper-right corner of the Settings page, click the ellipsis button, and then select Delete project from the drop-down list to delete the current project. Select the checkbox in the confirmation window to confirm the deletion and then click Delete to proceed.

Set Size Limit for Uploaded Files

As a project administrator, you can set a maximum size limit for uploaded files, so that files that exceed the maximum size cannot be uploaded. On the upper-right corner of the Settings page, click the ellipsis button, and then select Set maximum file upload size from the drop-down list. Enter a number to set the size limit, and then click Save to save the changes. The default maximum size limit of uploaded files is 5 GB.

Folder Serial Number

You can choose to show or hide the serial number of folders in the project library.

On the upper-right corner of the Settings page, click the ellipsis button, and then select Folder serial number from the drop-down list. Click the gray toggle button or blue toggle button to the right of Show folder serial number, and click Save to show or hide the folder serial number.

Lock Project

As a project administrator, you can specify groups permitted to view the locked project.

On the upper-right corner of the Settings page, click the ellipsis button, and select Lock project. Select the groups you want to permit and enter the lock reason, and click Save to save the interval.

Enable Anonymous Links

As a project administrator, you can choose whether to allow users to share folders and files in the project library via anonymous links.

• Select Anonymous download link sharing in project, and users in this project can generate download links to folders and files and share the links with others.

• Select Anonymous upload link sharing in project, and users in this project can generate upload links to folders and share the links with others.

Click Save to save the settings of anonymous links for the project.

Configure a Reusable Password

As a project administrator, you can generate a reusable password for the project library. The reusable password can be used to generate download link to files and folders in the project library. On the upper-right corner of the Settings page, click the ellipsis button, and then select Generate reusable password from the drop-down list. In the prompted window, click Auto generate to randomly generate a reusable password or manually enter a reusable password for the project library.

To change the reusable password, select Reset reusable password from the drop-down list, click Auto generate to randomly generate a new reusable password or manually enter a password, and click Save to update the reusable password. Please note that the links generated using the previous reusable password will not be available anymore.

Click the Copy button to copy the reusable password to your clipboard.

#Manage Project Library

Each project has a library which is a collection of folders and subfolders for storing files.

In addition to managing files and submitting requests in a project library as a user can, the project administrator can also perform the following administrative operations to manage the project library:

• Edit folder structure – Click Edit folder structure, and then you will be redirected to the Settings / Folder structure page. For detailed instructions on editing folder structure, refer to Set up Folder Structure.

• Rename – Click the ellipsis button, and then select Rename from the drop-down list. Enter a new name for the current folder/subfolder, and then click Save to save changes.

• Add subfolder – Click New in the upper-right corner, and then select Folder from the drop-down list. Enter a subfolder name, and then click Add to add the subfolder.

  You can also drag and drop folders containing subfolders and files from your local drive to the right pane to add subfolders. The subfolders will be displayed in the left pane.

• Delete folder – Click the ellipsis button, select Delete folder from the drop-down list, and then click Delete in the confirmation message. To permanently delete the folder, select the Permanently delete selected items checkbox in the confirmation window.

#Renew Projects

If your project has a renewal profile applied by the administrator and you are designated to complete the renewal task, you will receive an email notification for the Renew Confide Project task.

Refer to the steps below to complete the renewal task.

1. Click the task link in the email notification to access the task details page of the Cloud Governance portal.

2. The fields you need to review or update depend on the renewal options configured by the administrator.

3. After verifying or updating the details of the Confide project, click Submit to complete the task.

If renewal task assignee is allowed to delete a Confide project for lifecycle management, the Delete Confide project action is available in the ellipsis drop-down list for Renew Confide Project tasks on the Tasks & to-dos page. For more details, refer to What Can I Do as a Confide Project Contact or Admin?.

#View All Tasks

As a project administrator, you can track the status of all tasks in your project.

On the All tasks page, all open tasks are displayed by default. You can click the Open tasks drop-down list to view completed or all tasks in the current project.

To search for tasks by folder name, enter a keyword in the search text box, and then press Enter on your keyboard. Search results are displayed.

To filter tasks, click the Filter button. Configure request types, due dates, categories, priorities, requestors, and assignees, and then click Apply. Tasks that meet the configured filter criteria are displayed.

You can also click the Full page view button to view the task list in a full page view.

In the task list, you can find the following information about the tasks:

• Title – The title of the task. You can click the title link to view the task details.

• Folder – The folder that is associated with this task.

• Category – The category of the task.

• Description – The description of the task.

• Assigned to – The profile photos of assigned users. You can click the number to view the names of the users.

• Due date – The due date of the task.

• Priority – The priority of the task.

• File icon – Indicates if any file has been uploaded for this task.

• Chat icon – Indicates if there is any chat for this task.

#Insights

As a project administrator, you can access the Insights page to gain a comprehensive understanding of your project progress.

Insights data is automatically generated each day, and it will be automatically updated every time a project administrator accesses the page. You can also click Refresh to manually update the data. The last updated time is displayed in the upper-right corner of the page.

Insights data is detailed below:

• Total files – Displays the number of files within the current project.

• Total files accessed – Displays the percentage of files that have been accessed by users.

  • If the actual percentage is less than 1%, the percentage will be displayed in two decimal places. For example, 0.25%.

  • If the actual percentage is greater than 1%, the percentage will be displayed with an integer. For example, 20%.

  • If the actual percentage is less than 0.01%, the percentage displayed will be 0.01%.

• Files accessed – Displays the number of files that have been accessed by users.

• Users who accessed – Displays the number of users who have accessed files.

• Files never accessed – Displays the number of files that have never been accessed by any users.

• Tasks – The following information is displayed:

  • Completed – The number of completed tasks.

  • In progress – The number of tasks that are currently in progress.

  • Not started – The number of tasks that have not been processed yet.

  • Overdue tasks – The number of overdue tasks.

  • Trends: Last 7 days > Completed – The number of tasks that have been completed over the last 7 days.

  • Trends: Last 7 days > In progress – The number of tasks that have been processed over the last 7 days.

  • Trends: Last 7 days > New tasks – The number of newly created tasks over the last 7 days.

  • Trends: Last 7 days > New comments – The number of newly added comments over the last 7 days.

• Users – The following information is displayed:

  • Active – The number of users who have signed in to Confide within the last 7 days.

  • Never signed in – The number of users who have never signed in to Confide.

  • Inactive within past 7 days – The number of users who have not signed in to Confide within the last 7 days.

  • Trends: Last 7 days > Unique sign-ins – The number of users who have opened the project over the last 7 days. If a user opens the project more than one time, only the last time will be counted.

  • Trends: Last 7 days > Average session – The average amount of time that users stay in the project over the last 7 days.

  • Trends: Last 7 days > Files accessed – The number of files that have been accessed by users over the last 7 days.

  • Trends: Last 7 days > New users – The number of users who have been newly added to the current project over the last 7 days.

• Engagement – Displays the participation of users in the project. Switch between the Project library and Groups views to find the participation details in different perspectives. Under the Project library view, you can click a folder name to view detailed information about the subfolders within.

Insights data is clickable. You will be redirected to the following pages after clicking a data link:

• File view – This page is used to display the information of files individually. On the left pane, the folder structure is displayed. By clicking a folder name, you will find files within the folder on the right pane. You can search for a specific file by its name or filter files by file access percentage. You can also view file information as a specific user or group.

  • View as a user – Click View as a user to view file information as a specific user. Enter an email address or username in the text box, and then search results are displayed. Select the user that you want to view from the search results and then click Save.

  • View as a group – Click View as a group, and then select a group from the drop-down list to view file information as a specific group.

• User view – This page is used to display the participation information of users individually. You can search for a specific user by name or filter users by the supported conditions.

• Tasks – This page is used to display information of tasks within the current project.