Project Hubs: Sharing Content

This article explains how to find, upload, share and search for files in a Project Hub. Project Hubs are the structured, record management style of Hub in DekkoCORE. The original style of Hub is now called a Classic Hub, and the differences are covered in the Classic Hubs vs Project Hubs article.

A Project Hub holds folders and files like any other Hub, but it differs from a Classic Hub in two ways.

First, access is given to groups of people rather than being shared one file at a time. Everything uploaded to a Project Hub is shared immediately with the groups that the Hub shares with by default, whoever uploaded it. When you are added to a group you get access to everything that group can access, including files that were uploaded before you joined. When you are removed from a group your access ends straight away, unless you belong to another group that has access.

Second, every file carries attributes. Attributes are metadata fields such as an ID, a deliverable name and a classification, and they appear as columns in the file list. Your Tenancy Manager decides which attributes your organisation uses, so the columns in your tenancy may differ from the examples in this article.

Files can't be shared across Hubs, and you can only see a Hub you have been added to.

Classic Hubs and Project Hubs are chosen from separate dropdowns at the top of the screen. Open the Projects dropdown, search for the Hub by name if you need to, and select it. Your role in each Hub is shown under its name.

If you are a member of Project Hubs only, you won't see the Classic hubs dropdown. If you are a member of Classic Hubs only, you won't see the Projects dropdown.

Folders are listed first and files are listed underneath. Each row shows the following columns.

The toolbar above the list has the actions Index, Upload files, Upload folder, Create folder, New file, Download, View, Edit, Attributes, Share, Rename, Move and Delete. The actions on the right are greyed out until you select an item, and the ones you can use depend on your permission on that item.

The values you enter are put on the files you are uploading. If the upload includes many files, the same values apply to all of them, apart from the attributes that are filled in from each file itself, which are described below.

ID and Deliverable. If your tenancy uses an ID attribute linked to a Deliverable, choosing an ID fills in the Deliverable for you. You can still change the Deliverable afterwards.

Classification. For Office and PDF files, DekkoCORE reads the Microsoft Purview sensitivity label that is already on the file and fills in the classification from it. Other kinds of marking are not read. When the files in an upload carry different labels, the window shows "Mixed" and lists how many files carry each one, and each file keeps its own label. You can choose a single classification instead to apply it to every file in the upload. If some files have no label and Classification is a required attribute, you need to choose a value for those files before you can continue. If Classification is not required, it stays empty for unlabelled files.

Last Modified. This is filled in automatically from each file's own modification date.

File format. If your tenancy uses this attribute, it is detected from the file itself and grouped into a category, for example a PDF is a document.

Other attributes. Text and number attributes accept what you type, a User attribute lets you tag a person, and a Selection attribute lets you choose from a list.

You don't need to share files with the people and groups the Hub already shares with by default, because everything in the Hub is shared with them as soon as it is uploaded. You can add more access to a particular file or folder when someone outside those groups needs it.

The Hub's default groups are listed in the window as "From this HUB's default sharing". Those are set by a Tenancy Manager in the Hub settings.

To reshare other users’/group’s files, you need the Manager or Full permissions level on the item.

Double-click or select a file and choose View to open it in the DekkoCORE viewer. Select Close at the top left to return to the list. Choose Edit to edit an Office file (requires Editor or Full permissions).

Select one or more items and choose Attributes to change their values. You can do this for items you own, and for items where you have the Manager or Full permissions level. A required attribute must always keep a value.

If you need to change an attribute on many files at once, use the bulk update in the Index, described below.

Type in the Search attributes box and select Search. DekkoCORE looks for your text in the attribute values, and the matching text is highlighted in the results. Partial values work, so searching for 450 finds every file with an ID of ENG-450. Select Clear to return to the full list.

Select Change to Advanced to search specific attributes instead of all of them. A button appears for each attribute. Select one to filter on that attribute alone, enter or choose a value, and select Apply. Date attributes such as Last Modified offer ranges, for example the last 7 days. You can combine filters from several attributes, and you can remove one by selecting the red cross on its button. Select Change to Basic to go back.

The dropdown to the right of the search box is set to All attributes by default, which shows every attribute. If your Tenancy Manager has created profiles, you can choose one from this dropdown to show only the attributes in that profile, which makes the list easier to read. Required attributes are always shown. Everyone in the tenancy sees the same profiles, and which one you look through is your own choice.

The Index is a flat list of the documents in your tenancy's Project Hubs, together with all of their attributes and the location of each file. It is useful for checking that records are complete and for reporting. Select Index at the left of the toolbar to open it.

When the Index opens it shows all files that have all attributes filled. To view all files, select the Incomplete entries option.

Access to the Index is given separately from permission to open files. A group can have access to the Index without being able to open the files in it, and the Index lists documents whether or not they are shared with you. If you can't open the Index, ask your Tenancy Manager whether your group has Index access.

In the Index you can do the following.

Last Modified times in the Index are shown in UTC, so they can differ from the local times shown in the file list.

The value you choose replaces that attribute on every selected file. You can only do this for files where you have permission to change attributes, which means files you own and files where you have the Manager or Full permissions level, and you must also have Index access. Select Deselect all to clear your selection.

Some features that you may know from Classic Hubs are not available in Project Hubs.

I can't see a Project Hub. Check that you are using the Projects dropdown and not the Classic hubs dropdown. If the Hub still isn't listed, ask your Tenancy Manager to add you to a group that the Hub shares with.

I can see a Hub but not a file. Access in a Project Hub comes from the groups you belong to. Ask your Tenancy Manager which groups you are in and whether one of them should have access.

The Confirm button is greyed out when I upload. A required attribute is probably empty. Required attributes are marked with a red asterisk.

A toolbar action is greyed out. Select an item first. If it is still greyed out, your permission on that item may not include that action.

I can't open the Index. Index access is given separately from file permissions, so ask your Tenancy Manager to give your group Index access.