Project Hubs: Create and Manage Hubs

This article is for Tenancy Managers whose Tenancy includes Project Hubs. It covers the tenancy settings that Project Hubs depend on, and how to set up attributes, profiles, groups and Hubs. For how people work inside a Project Hub, see the Project Hubs user guide.

Every Hub belongs to a Tenancy. A Tenancy can hold Classic Hubs only, Project Hubs only, or both, and there is no limit to the number of Hubs in a Tenancy.

Files can't be shared across Hubs.

Project Hubs rely on settings that are managed for the whole Tenancy.

Each Project Hub then has its own default sharing, which decides which groups can see its content and what they can do with it.

Classification in a Project Hub is an attribute with its own list of values. It is unrelated to the classification labels policy that applies to Classic Hubs.

Open the Tenancy Manager and select Policies. The Project and record management (Project HUBs) card holds the settings for Project Hubs. Select Update policies at the bottom of the page after you make a change.

Project HUBs shows that the Tenancy can hold Project Hubs, where access is given to user groups instead of to people one document at a time. Turning it off only stops new Project Hubs from being created. The ones that already exist keep working, and everybody who could read them still can. [CONFIRM: whether Tenancy Managers can turn this on again, given that Project Hubs are enabled by DekkoSecure staff.] The card also has the Manage attributes and Manage profiles buttons, which are described below.

Enable file index turns on the Index, a list of all files with their attributes that can be used as a reference for projects and records, for example patient information or a Contract Data Requirements List (CDRL).

The settings under Sharing & guest access are labelled as applying to Classic Hubs only. They include public submissions, guest links and de-identified sharing, and they don't apply to Project Hubs.

Attributes are the metadata fields that appear as columns in every Project Hub and that users fill in when they upload. To manage them, select Manage attributes on the Policies page. The window lists every attribute with its type. A star beside an attribute means it is required, which means nobody can upload a file without giving it a value.

The type is fixed once the attribute has been created, so choose it carefully.

Because attributes are shared by every Project Hub in the tenancy, a change to an attribute affects all of them.

Mark an attribute as Required only if you are sure users will always be able to supply a value, because it stops uploads when the value is missing.

Add an option by typing it in the Options field and selecting Add.

To load many options at once, select Import from a spreadsheet and choose a CSV file with the option in the first column and the linked value in the second. Use Filter these options to find an option in a long list, and select the cross beside an option to remove it. The window shows how many options the attribute has.

A Selection attribute can fill in another attribute when a user picks one of its options. In the example below, the ID attribute is set to fill Deliverable. Each ID option has a deliverable name beside it, so when a user chooses MGT-100, the Deliverable becomes Project Management Plan (PMP). The user can still change the Deliverable afterwards. Choose the attribute to fill in the Fills field. Entering the deliverable for each option is optional.

When users upload Office and PDF files, DekkoCORE reads the Microsoft Purview sensitivity label on each file and uses it to fill in the Classification attribute. Other kinds of marking are not read. If Classification is a Required attribute, users must supply a value for any file that has no label.

A profile is a named subset of the tenancy's attributes. Users choose a profile from the dropdown next to the search box to see only the few attributes that matter to them, instead of all of them. Everyone sees the same profiles, and which one a person looks through is their own choice. All attributes is always available and is not listed in the profiles window.

To change a profile later, select the sliders icon beside it. Select the bin icon to delete it, and use the drag handle to change its position in the list.

Access in a Project Hub is given to groups and individuals. These parties are created and managed in the Tenancy Manager, and the same group can be used in any Project Hub in the tenancy.

Select User groups in the Tenancy Manager. The list shows each group with its number of members. Entries marked Individual are groups of one person, which DekkoCORE creates when someone is invited from the file management interface.

When you add someone to a group, they get access to everything that group can access in every Hub where the group is active. This includes files uploaded before they were added, and the access takes effect almost immediately.

When you remove someone from a group, their access ends straight away, unless they belong to another group that is active in the same Hub.

Hubs are created by users with the Tenancy Manager role. The person who creates a Hub is automatically made an admin of it.

From the Tenancy Manager:

From the file manager:

The Projects dropdown also has Manage hubs, and it lists each Project Hub with your role in it.

Default sharing decides which groups can see the content of a Project Hub and what they can do with it. It applies to everything in the Hub, including subfolders, both what is there now and what is added later. Everything uploaded is shared with these groups immediately, regardless of who uploaded it.

Saving default sharing only ever adds access. Nobody loses access they already have. Users with the Manager or Full permissions level can still add extra groups or individuals to a particular file or folder, on top of the Hub's defaults.

Index access is given separately from the permission to open files. The Index lists every document with its attributes, whether or not the document is shared with the person looking at it, so give Index access only to groups that should see that information. The Index is available only when Enable file index is on in the tenancy policies.

Project Hub activity is recorded in the tenancy's audit logs. Select Audit logs in the Tenancy Manager to see activity across the Hubs in the tenancy.

Each entry shows the user, a description of what happened, additional information and the date. Entries include uploads, documents being viewed, and changes to attribute values, which show the old and the new value.

The following features are not available in Project Hubs.

A user can't see a Project Hub. Check that the user belongs to a group that is in the Hub's default sharing, or that they have been shared individual files or folders. Project Hubs appear in the Projects dropdown, not the Classic hubs dropdown.

A user can see a Hub but can't open the files. Check the permission level the user's group has in the Hub's default sharing. Listing only shows that files exist and nothing else.

A user can't open the Index. Check that Enable file index is on in the tenancy policies, and that the user's group has Index access in the Hub's default sharing.

Users can't finish an upload. A Required attribute is probably empty for some files. Check which attributes are marked Required, and whether files that have no Microsoft Purview label need a classification value to be chosen.