1 - From the Document Management module on the left-hand side of the screen, select "File Manager". This is the project’s common data environment at obi®.
2 - If there are no folders created in file manager, the system will display the “No folder exists for this project” statement together with the “create folder” button. If there is already an existing folder, you can always create new folders by clicking on the “+” icon located on the top right-hand side of the screen.
3 - Once you click on one of the create folder buttons available in file manager, this will bring you to the folder creation page. It will require you to fill out the folder information such as the folder name and details.
4 - In the create folder page there are also a number of settings that you will be required to complete:
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Enable or disable records under review - once enabled the users will be able to any records that are still under revision in obi® and have not yet been fully reviewed and accepted.
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Enable or disable individual file uploads - once enabled users will only be able to bulk upload files in file manager.
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Enable or disable mandatory review - once enabled users will be required to set up a formal revision for every file uploaded to the folder.
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Enable or disable revision management as per the ISO19650 - once enabled users will be required to upload documents that in the revision container must include a C (Contractual) or P (Preliminary) followed by two numbers (C01 or P01).
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Enable or disable sequential document revision - once enabled the users will be required to upload document revision following a sequential order 01, 02, 03 and so on. If disabled you then choose to inform the information manager if revisions are out of sync.
5 - Following the settings you be required to determine at a folder level the codes based on the ISO19650 naming convention that will be applicable in that folder. It is required to set the file types, statuses, volumes, zones and levels.
6 - Lastly, in terms of user management, you will be required to set up the user's permissions at a folder level. It includes who can upload, review, and administer and who should be notified of the folder activity. Each of those permissions operates independently from one another, for example, you can provide a user with the ability to upload files but they might not be able to review or view files.