All users (some functions not available to Connections)
Depending on your permissions for specific projects (e.g. Read Only, Create & Modify, etc.) some of the functions described in this topic may not be accessible to you. Refer to Manage Project, Folder, and File Shares for more information.
Workplace Online > Dashboard > Locked Files
Files can be locked within Workplace"Workplace" describes the Autotask Workplace service in its entirety. to prevent team members overwriting each others work. These locked files are displayed on the Locked Files view of your DashboardThe dashboard is an integrated, intelligent overview of all your recent project activities in Autotask Workplace.. The number of locked files in this list appears in parentheses next to the tab name.
Files can be manually locked on Mac, PC, mobile devices or via Workplace OnlineWorkplace Online is the web portal that users within a team can use to access their data and administer their team.. In Windows and Mac, files can be automatically locked when editing begins if the Microsoft Plugin is enabled. Refer to Lock Files
If you attempt to edit a locked file, you'll be warned that the file is locked. In Windows, if you have the file open, but have not begun editing and someone else starts editing, an alert will tell them the file is now locked and the file will become read-only.
While your administrator can restrict file unlocking to the project owner, by default any user can unlock a file. This eliminates delays if a team member forgets to unlock a file; there is some reliance on collaboration within the workplace.
If the same file is edited and saved by multiple people simultaneously, a conflict is created. All versions created by these users will be saved and the filename will be appended with the user name, thus ensuring no information is lost.
For details about the information in the lower portion of this page, refer to the Dashboard topic.
To open the File Detail, click the file name.
To access other functions, hover over the item and click the icon, or right-click the item. Then select one of the options described in the table below:
|Menu Item||Sub-Menu Item||Function|
|Open||Open the file with the default method you selected on the Document Editors page.
If you have not selected a default document editor, you will be prompted to select one. Refer to Create and Edit Documents Online.
If you have configured Desktop Integration, you have the option of selecting an integrated device. This will allow you to Edit Documents Locally via Workplace Online.
|View||Preview a version of the file via the browser.|
|FavoriteA favorite is a project, folder, or file attribute that makes the item easier to locate./Unfavorite||Add the file to or remove the file from your Favorites list.
If you are using Workplace MobileWorkplace Mobile is the Workplace application designed specifically for the various mobile platforms, providing access to Autotask Workplace. App 3.9 or earlier, your favorites will be automatically synced to your tablet or smartphone, and unfavoriting a file in those versions will result in its removal from your tablet or smartphone.
|Lock/Unlock||Lock or unlock a file. A icon appears net to locked files. If the file was locked b someone else, the icon will be red.
When viewing files on the Locked Files list, Unlock will be the only option.
For more information, refer to Locked Files.
|Copy||Copy the item to a different location or to a new project. This will open the Copy File popup:
To copy to a new project, select the appropriate check box, enter the name of the new project, then click Copy.
To copy to an existing location, select the appropriate check box, browse for the new location in the area provided, then click Copy.
If you wish to move the item to an archived project, select the Show archived projects check box.
To move to a new project, select the appropriate check box, enter the name of the new project, then click Move.
|Upload||Upload a file to this folder.
Just drag and drop a file into the cloud image or click Select Files to Upload to browse for a file. Refer to Upload Items to Workplace Online.
|Download||Download||Download the file to your computer's default download location.|
|Download as .PDF||Download a .pdf version of the file.|
|Restore||Restore this file to a desired location on your desktop or laptop.
Note that this option requires a Workplace DesktopAlso known as the Workplace Desktop app, and in the context of this documentation, simply "the app," Workplace Desktop is the software installed on a computer that is responsible for synchronizing data between the local drive and the cloud. Agent installed on the computer.
|Manage||Rename||Rename the file. This will open the Rename File popup:
Edit the file name, then click Rename.
|Previous Versions||View previous versions of the file. Refer to Previous Versions.|
|Delete||Delete the file. Confirm the deletion in the Delete File popup.
BEFORE YOU DELETE a file, please read Deleting and Undeleting.
|CommentComments are user-created notes attached to a project, folder, or file. Comments are a mechanism for collaboration and remain associated with the project, folder, or file, providing a clear and simple overview of conversation relating to the project, folder, or file.||Add a file comment. This will open the Add New Comment popup:
Enter your text, then click Add Comment.
|Email the file to one or more recipients. This will open the Send File popup:
Begin typing a recipient's name, or click the to use the team member data selector. Optionally, add a message, then click Send.
|Print & Fax||Print the document or to send a print link to one or more recipients. Refer to Print a File for more information.|
|Share||Public LinkA public link is a URL that allows users that do not have a named Workplace account to access a project, folder, or file within Autotask Workplace.
This option is available to project owners and if Reshare permissions were granted when the project was shared with you unless restricted by Policy Profiles
|Create a public link to the file. For details, refer to Manage Project, Folder, and File Public Links.|
|Send Link||Send a file link via Autotask Workplace.|
|Forward this topic to others|