Digital Document Repository – Documents
Documents Menu
You can access the document repository via the “Documents” menu.
This menu is only available if a document repository such as SharePoint or buildagil has been configured for the project.
When opening the menu, you will be prompted to sign in to the document repository platform.
If Single Sign-On (SSO) is enabled for the project, no additional login is required.
After successfully connecting, the folder structure ① of the document repository platform is displayed.
Basic Functions
The following functions are available regardless of whether a file or folder is selected:
① Search
Searches the document repository for files or folders.
② Filter by Review Status
Filters documents according to their current review status.
③ Create New Folder
Creates a new folder within the currently open directory.
④ Upload New File(s)
Uploads one or more files to the current folder.
⑤ Refresh View
Refreshes the document list.
Functions When a File or Folder Is Selected
When a file or folder is selected, additional functions are available:
① Add to Selection
Adds the file or folder to the selection basket.
This is the basis for starting a workflow or sharing files.
② Create Folder
③ Delete File / Folder
④ Download
⑤ Move
Select the file (1) and use the “Move” function (2) to assign it to another folder (3).
⑥ Copy
⑦ Rename
Selection Basket
The selection basket provides the basis for:
- Sharing files
- Starting workflows
It is located in the top-right corner of the interface.
To share files or start a workflow, they must first be added to the selection basket.
This can be done individually for each file, for example:
① Click the “Add to Selection” icon
② The notification confirms that the item was successfully added to the selection
③ Displays the current number of files in the selection basket
Alternatively, multiple files can be selected and then added to the selection basket using the “Add to Selection” (1) action.
Enable Notifications for Folders
Notifications can be enabled for folders.
This allows you to receive notifications about changes within a folder, such as:
- New uploads
- Renaming
- Deletions
Procedure:
- Select the folder
- Click the “i” icon
- Enable notifications in the detail panel on the right
Sharing Files
After selecting one or more files, other project members can be notified about them.
The “Share Files” dialog can be opened via the selection basket.
The distribution list can be defined using:
- Entering individual users
- Selecting companies (all users from the company in the current project)
- Selecting a distribution group
Recipients receive:
- an email
- a message in the big Inbox
The action is also recorded in the audit log.
Creating a New Distribution Group
The role permission “Manage distribution lists” is required to create a distribution group.
A new distribution group can then be created in the “Share Files” dialog.
The distribution group can contain:
- Individual people
- Entire companies
Sharing Files Externally
Files can also be shared with external people.
To do this, select the “Send Externally” option in the “Share Files” dialog:
① Enable Send Externally
② Enter external email addresses
③ Optionally add a message
④ Send email
External recipients will receive access to the relevant files.
Copying and Sharing Folder Paths
Folder paths can be copied and shared.
Procedure:
- Hover over the desired folder
- Click the information icon (①)
- In the detail panel, copy the link (②)
The copied folder path can then be shared.
Displaying Additional Columns
Administrators can display additional columns on a folder-specific basis.
These columns are based on SharePoint metadata.
Note:
Creating new columns is currently only possible via the SharePoint interface.
Common Issues: Blank Page
Warning:
If the document view remains blank and no folder structure is displayed, the pop-ups for the document repository are usually blocked.
In this case, please enable pop-ups for build-big.ch in your browser.
You can find instructions here:
Chrome
Chrome Help
Firefox
Firefox Help
Common Issue: “Authentication Required” Error
Problem:
If the message “Authentication required” appears and no folder structure is displayed even after clicking “Re-authenticate”, the cause is usually also blocked pop-ups.
Solution
1. Click the Folder Icon in big
Click the folder icon in big, even if you are already in the Documents area.
2. Check the Pop-Up Icon in the Browser
Next, look for the pop-up icon in your browser's address bar.
3. Allow Pop-Ups for build-big.ch
Click the icon and enable pop-ups for build-big.ch.
The authentication window should then open correctly and the folder structure should be displayed again.
Browser-Specific Notes
In Mozilla Firefox, the pop-up permission screen looks like this:
In Chrome, the pop-up permission screen looks like this:
Frequently Asked Questions (FAQ)
Why can't I see any documents?
Usually, either no connection to the document repository has been established or pop-ups are blocked in the browser.
Why can't I share documents?
To share files, they must first be added to the selection basket.
Who can see documents?
Access is controlled through project roles and folder permissions.
Can I also share documents externally?
Yes. The “Send Externally” function allows external email addresses to access selected files.