Setting up a Project with Autotask Workplace

Projects are online workplaces where you can put collections of files and work on them separately from the folders on your computer. They will enjoy all the cloud services (viewing, search, print, fax, etc.) that Autotask Workplace folders have.

This article describes how to create a Project in Autotask Workplace and then populate it with content. It assumes that the user is logged into Autotask Workplace.

Projects may be set up in a number of different ways. This article describes how to:

 

Creating a Project from Autotask Workplace Online

To create an online Project workspace, proceed as follows.

From the Autotask Workplace Online Dashboard,

  1. Click on the Projects tab.

The Projects page opens.

  1. Click on the Create New Project button to add a new project.

The Create New Project page opens.

  1. Enter a project name, and add an optional description if required.
  2. Click CREATE PROJECT.

The new project appears in your Projects page.

 

Creating a Project from within the Projects folder

To create a Project from within the Projects folder, proceed as follows.

  1. Open Windows File Explorer.

  1. If not already selected, click on <Company name, for example, Cloud Direct> Projects to reveal a list of Projects in your Autotask Workplace Projects folder.
  2. In the list of Projects area, right click to open a list of menu options.

  1. From the list, select New, then Folder.

A new folder appears in the list of Projects

  1. Rename the new folder to identify the new Project.

 

Creating a Project by drag and drop from another Windows folder

To create a Project by drag and drop from another Windows folder, proceed as follows.

  1. Open Windows File Explorer.
  2. Locate the folder to be dragged and dropped into your Autotask Workplace folder to create a new Project.

  1. Open a second File Explorer window. (Hold down the Shift key, and click on your Windows File Explorer icon, to open a second File Explorer window).
  2. In the second File Explorer window, if not already selected, click on <Cloud Direct> Projects to open your Autotask Workplace Projects folder.

  1. Drag the selected folder from the first File Explorer window and drop it into the list of Projects in the Cloud Direct Projects folder.

The selected folder is moved into the Cloud Direct Projects folder as a new Project folder. From here it may be renamed as required. (Right-click on the title and select Rename).

 

Populating a Project

There are multiple methods to populate, or upload data, to your Project. These are:

  • Via the Autotask Workplace Desktop Agent (Recommended)
  • Via Autotask Workplace Online (Drag-and-drop, or Upload)
  • Via Email to Project

The upload procedure using each method, is detailed below.

Via the Autotask Workplace Desktop Agent (Recommended)

The simplest method to add content to your Projects is to use the Projects folder on your computer (See example, Cloud Direct Projects folder, in the image below). The Autotask Workplace Desktop Agent will automatically upload these files to Autotask Workplace. The files will then be available on all your other devices and to any Team Members that have access to the location in which the files are stored.

Note:
Files can only be placed within Projects. Any files placed on the root level of the Projects folder will automatically be moved to the "Personal Documents" Project, immediately below the root level.

To add content to your Project using the Projects folder, proceed as follows.

  1. Open Windows File Explorer.

The Projects folder should be listed under Favorites in the left-hand navigation pane.

  1. If not already selected, click on <Cloud Direct> Projects to reveal folders that correspond to your Autotask Workplace online Projects.
  2. To add files to a Project simply drag and drop them onto the corresponding folder.

Via Autotask Workplace Online, drag-and-drop

Note:
Only Google Chrome allows for both folders and files to be uploaded via drag-and-drop. For all other web browsers, only files can be uploaded via drag-and-drop. With all browsers, multiple files can be dragged and uploaded simultaneously.

To add content to your Project using the Autotask Workplace Online drag-and-drop method, proceed as follows.

  1. Log in to Autotask Workplace Online.
  2. Drag the file(s) into the browser window.

As you drag a file or folder over the Autotask Workplace Online browser window, the window will darken. and the "upload" overlay is shown, indicating Drop Files Here.

  1. Simply drop the file or folder anywhere in the browser window to start uploading.

When within a Project, the file(s) will automatically upload to the current location. When in any other view within Autotask Workplace Online, a pop-up window will be displayed allowing you to select the location to which to add the file(s).

A status bar, shown at the bottom of the Autotask Workplace Online window, is displayed, showing the progress of the upload.

  1. If required, click on View More Details to see details for the files being uploaded and cancel current uploads.

If more files are dragged and dropped into the browser window, they will be added and the status bar will be updated to reflect this.

Important Note:
You can continue to work within Autotask Workplace Online and the files will continue to upload - however, ensure you remain logged in to Autotask Workplace Online until the upload has completed!

Via Autotask Workplace Online, upload

To add content to your Project using the Autotask Workplace Online upload method, proceed as follows.

  1. Log in to Autotask Workplace Online.
  2. Click the Projects tab.
  3. Navigate to the location where you want to store the files.
  4. Click the Upload icon.

The Autotask Workplace Online browser window darkens and the "upload" overlay is shown, indicating Drop Files Here. In addition, a button entitled, SELECT FILES TO UPLOAD, appears. If you are using Google Chrome browser then a further button, SELECT FOLDER TO UPLOAD, also appears.

  1. Either:
    1. Drag and drop the files into the upload area, or,
    2. Click on SELECT FILES TO UPLOAD to launch the file browser and select the files to upload, or,
    3. If the option is available, click on SELECT FOLDER TO UPLOAD to launch the file browser and select a folder to upload.

Important Note:
You can continue to work within Autotask Workplace Online and the files will continue to upload - however, ensure you remain logged in to Autotask Workplace Online until the upload has completed!

Via Email to Project

Each Project and folder in Autotask Workplace automatically gets assigned a corresponding email address which can be used to email files directly into the Project or folder.

Notes:
1. To be able to email a file into a Project or folder, the user requires 'Create & Modify' or higher permissions, or a 'Public Link' must be enabled with the 'Upload Enabled' option selected.
2.  Autotask Workplace has no limitations on the file size via email, but email service providers often impose limits on the size of attachments. Please consult your email service provider to find out about their limitations.

To locate the email address associated with the Project or folder, proceed as follows.

  1. Log in to Autotask Workplace Online
  2. Select the Projects tab, and navigate to the location where you want to store your files.
  3. Locate the associated email address at the bottom of the page, as per the example below.

Files may be emailed directly to this email address, and they will appear in your folder.