Projects

A project is the top level of the library. It holds folders and assets: every asset belongs to exactly one project, and so does every folder. Projects cannot be nested.

The signed-in product speaks German, so its labels and messages are quoted in German below, with the English rendering in italics.

The overview

„Alle Projekte“ (All projects) in the sidebar opens the overview: one tile per project, with the number of its assets and a preview of the newest. The default project comes first, the others follow by name.

The number counts live assets only. Whatever sits in a project’s trash does not count.

In the sidebar the projects are listed under „Alle Projekte“. The open project unfolds there: „Alle“ (All), „Unsortiert“ (Unfiled), its folders and its „Papierkorb“ (Trash).

The default project „Allgemein“ (General)

Every workspace has exactly one default project. It is called „Allgemein“ until somebody renames it.

• It can be renamed, from the same menu as any other project.
• It cannot be deleted. Its menu does not offer „Löschen“ (Delete).

Where nothing else is chosen when saving from the quick check, the file lands here.

Creating and renaming

„+ Neues Projekt“ (+ New project) below the projects in the sidebar, or „Neues Projekt“ (New project) at the top of the „Alle Projekte“ (All projects) overview, creates a project and opens it. Renaming happens through „Umbenennen“ (Rename) in the project’s menu.

Who may do that is decided by owners and admins under Settings → „Berechtigungen“ (Permissions), with two settings:

• „Projekte anlegen“ (Create projects) — „Alle Mitglieder“ (All members) by default. Set to „Nur Inhaber und Admins“ (Owners and admins only), a member has neither „+ Neues Projekt“ in the sidebar nor „Neues Projekt“ in the overview.
• „Projekte umbenennen und löschen“ (Rename and delete projects) — „Alle Mitglieder“ by default, meaning every member who sees the project. Set to „Nur Inhaber und Admins“, a member has no „Umbenennen“ and no „Löschen“ (Delete) in the project’s menu.

Owners and admins may always do both. A new project is visible to everyone in the workspace until an owner or admin restricts its access — see „Restricting access“ further down.

Three rules apply to the name:

• 1 to 100 characters. An empty name is refused with „Bitte einen Projektnamen eingeben.“ (Please enter a project name.), one too long with „Der Projektname darf höchstens 100 Zeichen lang sein.“ (The project name may be at most 100 characters long.)
• Unique within the workspace, regardless of case. Campaign and campaign are the same name; the second attempt ends with „Ein Projekt mit diesem Namen existiert bereits.“ (A project with this name already exists.) The name of a deleted project is free. The rule also holds against projects you do not see; then the message reads „Diesen Namen gibt es in diesem Arbeitsbereich schon – möglicherweise in einem Projekt, das du nicht siehst.“ (This name already exists in this workspace – possibly in a project you do not see.)
• „Allgemein“ and „General“ are reserved, for every project. The attempt ends with „Die Namen „Allgemein“ und „General“ sind reserviert. Bitte einen anderen Namen wählen.“ (The names „Allgemein“ and „General“ are reserved. Please choose another name.) A renamed default project therefore cannot get the name „Allgemein“ back.

Inside a project

An open project shows its folders as tiles at the top and its assets below. Work on individual assets always happens inside a project:

• Uploading. The files land in the open project, and in a folder view in exactly that folder. The overview has no upload area. More under Uploading files.
• Searching and filtering. Both apply only within the open project. There is no search across all projects. More under Finding something again.
• Folders. A folder name holds per project: two projects may each have a folder Campaign. More under Folders.
• Trash. Every project has its own. More under Trash.

Project details

„Projektangaben“ (Project details) in the project’s menu opens a dialog in two parts: the details of the project and its export naming. Every project has it, the default project included, and every member may use it.

The details

One text field per project field, „Kunde“ (Client) or „Kampagne“ (Campaign) for instance. Owners and admins decide which fields exist, under Project fields. While there are none, the dialog says so.

• At most 200 characters per detail. Spaces at the start and the end are dropped.
• Emptying a field removes the detail.
• Only what you changed is saved. If somebody else changed another field of the same project in the meantime, their change stays.

Filled-in details appear in the header of the open project under „Alle“ (All), e.g. „Kunde: ACME · Kampagne: Herbst“. Without details the line is left out.

The details reach a filename only through an export template with {meta.<key>}. They never reach a file’s Content Credentials.

Export naming

Two choices:

• „Vorlage des Arbeitsbereichs verwenden“ (Use the workspace template) — the default. The dialog shows which template that currently is.
• „Eigene Vorlage für dieses Projekt“ (Own template for this project) — applies to every output from this project. A preview shows the name with the project’s details, unsaved ones included.

The project’s own template takes the same placeholders and rules as the workspace’s. More under Export naming.

Whether members may change a project’s template is decided by „Export-Vorlage je Projekt setzen“ (Set export template per project) under „Berechtigungen“ (Permissions); the default is „Alle Mitglieder“ (All members). Set to „Nur Inhaber und Admins“ (Owners and admins only), a member sees that part read-only.

For the default project, only owners and admins change the export template, however the setting stands. A member may still fill in the details either way.

The template names outputs only. An original keeps the name it was uploaded with when it is downloaded.

Restricting access

A project is visible to everyone in the workspace until its access is restricted. „Zugriff“ (Access) in the project’s menu opens a dialog with two choices:

• „Alle im Arbeitsbereich“ (Everyone in the workspace) — every member sees the project and can work in it. Every project starts this way.
• „Nur ausgewählte Personen und Gruppen“ (Only selected people and groups) — whoever has no access does not see the project.

With the second choice the list appears below it: people and groups, added through „Person oder Gruppe hinzufügen“ (Add a person or group). When you restrict an open project, the person who created it is already in the list if they are a member; you can remove them.

Only owners and admins may restrict a project or open it to everyone. They edit the list as well.

Members may add and remove people and groups only when „Projektzugriff verwalten“ (Manage project access) under „Berechtigungen“ (Permissions) is set to „Alle Mitglieder“ (All members); the default is „Nur Inhaber und Admins“ (Owners and admins only). A member then sees, in the dialog of a restricted project they see, who has access, and edits the list. They cannot restrict the project or open it to everyone.

Every other member sees only the state in the dialog, e.g. „Eingeschränkt.“ (Restricted.), with a sentence saying who may change it — but not who else has access. On an open project that holds for every member, even when „Projektzugriff verwalten“ is set to „Alle Mitglieder“.

• Owners and admins see every project, even without an entry in the list.
• The default project is always visible to everyone. Its menu has no „Zugriff“ entry.
• Whoever sees a project may do in it what they may in any other — the overview is under Who may do what. The exception: only owners and admins may permanently delete a restricted project.

If saving takes access away from members, the dialog asks first and names them: „Zugriff einschränken?“ (Restrict access?) Uploads these people are running into the project fail afterwards, and they no longer see the project’s batches. Opening it to everyone asks nothing. When a member edits the list, the same confirmation is titled „Zugriff entfernen?“ (Remove access?).

Removing yourself. If you may edit the list as a member and take away your own access — your own entry, or the group through which you see the project —, the dialog asks first as well: „Du verlierst damit selbst den Zugriff auf „…“ und siehst das Projekt danach nicht mehr. Deine laufenden Uploads in das Projekt schlagen fehl.“ (You lose access to „…“ yourself and will no longer see the project. Your running uploads into the project fail.) After saving, verstag reports „Zugriff gespeichert. Du siehst „…“ jetzt nicht mehr.“ (Access saved. You no longer see „…“.) and the dialog closes. The project disappears from your sidebar and from the overview; if you are inside it, you land on „Alle Projekte“ (All projects). You only get back in if somebody gives you access again. Owners and admins see every project anyway.

If you switch back to „Alle im Arbeitsbereich“, the list is kept. It applies again as soon as you restrict the access once more.

A deactivated person stays in the list with the tag „Deaktiviert“ (Deactivated). Their access rests until they are reactivated; they cannot be newly added. Whoever is removed from the workspace loses their access entirely — more under Members.

What a member without access sees

Nothing of the project: not in the sidebar, not in the overview, not in the menus for moving, not in the project picker of „Neuer Batch“ (New batch), not in the batch overview, not as a match of the quick check, and not under „Gelöschte Projekte“.

An older link to the project leads to „Alle Projekte“, with the notice „Dieses Projekt gibt es nicht mehr, oder du hast keinen Zugriff darauf.“ (This project no longer exists, or you have no access to it.) The notice does not say whether it was deleted or restricted. A link to an asset inside it ends on „Dieses Asset gibt es nicht, oder du hast keinen Zugriff darauf.“ (This asset does not exist, or you have no access to it.)

Whoever sees the project recognises the restriction by the tag „Eingeschränkt“ (Restricted) in the project’s header and on its tile, and by a lock in the sidebar and in the menus for moving.

From Growth

Restricted projects and groups come with the Growth plan and above. On a smaller plan „Nur ausgewählte Personen und Gruppen“ is locked, with the sentence „Eingeschränkte Projekte sind ab Growth enthalten.“ (Restricted projects are included from Growth.)

After a switch to a smaller plan every restricted project stays restricted, with the same list. Opening and revoking access keep working; restricting and adding somebody need Growth again.

What a restriction does not hide

• Storage figures cover the whole workspace, projects you do not see included — on the billing page and in the message when the allowance is full.
• Previews and downloads already opened keep working for up to 10 minutes after the restriction.
• A page already loaded in the browser can reappear through „Back“. Reloading shows the current state.
• A project name cannot be used twice, not even next to a project you do not see.
• Owners and admins see everything, in the audit trails too, where project and file names appear.

Moving between projects

Assets move through the same menu as between folders, on the tile as well as in the selection bar. At the top stand „Unsortiert“ and the folders of the open project; below, under „Anderes Projekt“ (Other project), every further project with its „Unsortiert“ and its folders. At most 100 assets per operation.

Folders move through „In Projekt verschieben“ (Move to project) in the folder’s menu. The folder takes all its assets along, including those sitting in the trash. If the target project already has a folder of the same name, the move is refused: „Im Zielprojekt gibt es schon einen Ordner mit diesem Namen.“ (The target project already has a folder with this name.) Rename one of the two, then move again.

A move changes who sees the assets. Afterwards they belong to the target project, with its access. Where the move leads from a restricted into an open project, verstag asks first, because afterwards the assets are visible to everyone in the workspace. Only projects you see are offered as a target.

Deleting a project

„Löschen“ in the project’s menu opens a dialog. It names what goes along: every folder and the number of assets. Once confirmed, the project sits under „Gelöschte Projekte“ (Deleted projects) for 30 days.

During that time its assets behave everywhere like assets in the trash: no search, no batch and no quick-check comparison finds them, and a link to one of them does not open it.

Who may delete is decided by „Projekte umbenennen und löschen“ (Rename and delete projects) under „Berechtigungen“ (Permissions), for open and restricted projects alike. Set to „Alle Mitglieder“ (All members), every member who sees the project deletes it; otherwise a member has no „Löschen“ (Delete) in the project’s menu. The default project can never be deleted.

„Gelöschte Projekte“ (Deleted projects)

„Gelöschte Projekte“, the last entry below the projects in the sidebar, lists every deleted project you see, the most recently deleted first; „Mehr laden“ (Load more) fetches further ones. Each entry shows how many days the project can still be restored. Once the window has passed it reads „wird entfernt“ (being removed).

Each entry offers two actions: „Wiederherstellen“ (Restore) and „Endgültig löschen“ (Delete permanently).

Restoring

The project comes back with all its folders and assets, as it was deleted. That works while the 30 days are running.

If the name has been taken in the meantime, the project gets a number: Campaign (2), and if that is taken too, Campaign (3), and so on. A long name is shortened so that it still fits into 100 characters with the number. If no free name can be found, the project stays deleted and „Für das Projekt ist kein freier Name mehr zu finden. Bitte zuerst ein gleichnamiges Projekt umbenennen.“ (No free name can be found for the project. Please rename a project of the same name first.) appears.

Whatever already sat in the project’s trash before it was deleted is back there afterwards. Its own 30 days kept running: if they ran out in the meantime, the asset has already been removed.

Individual assets of a deleted project cannot be restored — only the whole project.

Deleting permanently

„Endgültig löschen“ removes the project with everything in it: original files, every output produced from them and their signatures, the assets from its trash included. Restoring is no longer possible afterwards.

For a restricted project only owners and admins may do that; a member sees no „Endgültig löschen“ there. For an open project every member who sees it may. Anyone who sees the project may restore it. The settings under „Berechtigungen“ change neither.

A large project is removed in steps. One click takes on a part of it and reports how many assets remain. The daily run removes the rest without another click; until then the project stays in the list with „wird entfernt“.

Once the 30 days have passed, the same happens by itself, in the daily run.

Storage and retention

A deleted project keeps occupying storage until it is deleted permanently; below the storage bar its original files count towards the trash. The outputs produced from them occupy space too and are removed along with them. The space is freed by „Endgültig löschen“ or once the 30 days have passed. More under Allowances.

The retention period leaves the files of a deleted project untouched. Once the project is restored, it applies again. More under Retention.

In the audit trail

Creating, renaming, deleting, restoring and permanently deleting a project are recorded in the administration trail, and so is moving a folder into another project. The default project has no „Projekt angelegt“ (Project created) entry. Where the daily run removes a project, the actor reads „System“.

The project details are recorded there too: „Projektangaben geändert“ (Project details changed) names the keys of the changed fields, never their values. „Export-Vorlage des Projekts geändert“ (Project export template changed) names the new template, or „Vorlage des Arbeitsbereichs“ (workspace template). Saving without a change writes no entry.

So is the access: „Projektzugriff eingeschränkt“ (Project access restricted), „Projekt für alle geöffnet“ (Project opened to everyone), „Projektzugriff erteilt“ (Project access granted) and „Projektzugriff entzogen“ (Project access revoked) — the last two with the person or group.

More under The two audit trails.