--- title: FAQ: Department Management, Projects and Collection Documents description: Covers FAQs related to department management, projects and collecting documents. slug: faq-projects lang: en category: FAQ category_order: 9 order: 6 keywords: - FAQ - FAQ: Department Management, Projects and Collection Documents --- # FAQ: Department Management, Projects and Collection Documents The following questions cover common operations, permissions, collaboration and troubleshooting scenarios when users use BabelBird Enterprise Drive. ## 65. How does the department manager add new members? There are two ways for department managers to add new members: Department managers can select some members from existing corporate members to join the department they manage. Here's how it works: Right-click on the department folder you manage and select "Manage Department Members" in the department management interface. Select the "Add from internal members" button on the department member management interface In the pop-up window, select the member who needs to join the department, and pay attention to the department role of the member to be added. After clicking OK, the selected members will automatically join this department. Members who join the department will also receive an email notification. If the department manager has the "Add Corporate Members" permission, the department manager can add corporate members in the department member management interface. This operation will add an enterprise member (occupying the number of enterprise member authorizations) to the department. The specific operation is as follows: Right-click on the department folder you manage and select "Manage Department Members" in the department management interface Select the "Add Member" button on the department member management interface, and then fill in the email address, mobile phone number and other information of the new member you plan to add. After clicking OK, the system will send an invitation email or a mobile phone text message to the member's mailbox. Follow the instructions in the email or text message to log in and change the password to use. ## 66. How does the department manager change the permissions of department members? Department managers can change the role (permission set) of any department member. The roles are set uniformly by the super administrator. Department managers of each department can select corresponding roles for their department members from the preset roles in the enterprise console. Department managers cannot create new roles. If you need to create new special role permissions, you need to contact the super administrator, who will add a new role in the enterprise console. Department managers can query the role permissions to understand the specific permissions of each preset role, so as to decide which roles to assign to department members. Typically, department members using the default "Department Member" role will meet most needs. There are two steps to change the department role of department members: View the role's permissions. Right-click on the department folder you manage and select "Manage Department Members" in the department management interface In the department member management interface, click the question mark icon to the right of "Role" This will expand the list of role permissions for the entire enterprise. You can view the permissions of each role in the list. Change a department member's role In the role area, click the inverted triangle of the department member whose role you want to change, and select the required role in the drop-down list to change the member's role in the department. ## 67. How does the department manager check which files in the department have been shared? Right-click on the department folder for which you have administrative rights, click Department Management in the menu, and click to open the shared file list in the pop-up interface. You can see the shared files of the entire department, including sub-departments. ## 68. There is a file/folder in the department that I don’t want some people to see. What should I do? A role with department file management permissions (usually a department manager) can use the "File Access Control" function to set the access permissions for a file/folder in the department to redefine the access permissions for the file. Right-click the department folder where permission control needs to be set and select the "File Access Control" column In the file access control pop-up window, you can control the access permissions of specific people or groups to the file/folder based on the dimension of members or roles. Selecting "Don't set" means not changing the member's access rights. If a department member's access permission to the file/folder is set to "invisible", the department member will not be able to see the file/folder in the department folder. Click "Role Permission Settings" to change the file access control for department members in a certain role. ## 69. I want people in our department to use BabelBird only on department computers. How to do this? This requirement requires the use of the "mac address binding" function. Only super administrators can set mac address binding. Super management can set the account of a specific user to access the device's mac address in the enterprise console - mac address binding column. After binding the mac address, turn on the mac address binding switch. The account can only use the Babel client on the computer where the mac address is located, and the use of web pages and apps is not restricted. Then turn on the client access only switch. The account bound to the mac address cannot use the web page or mobile phone to log in, and can only use the client to access BabelBird on the computer where the mac address is located. (Due to limitations of the iOS system and browser, we cannot obtain the mac address of the device on the web page and iPhone, so devices bound to the mac address are only available to clients of Windows and Mac devices) ## 70. Does Babel support one user in multiple departments? Yes, administrators can click on member nicknames in the member management column of the enterprise management backend to add members to multiple departments, and set different roles in different departments. Department managers can also select other members within the company to join their department in the department member management interface of their department. ## 71. To temporarily establish a project team, it is necessary to transfer personnel from various departments of the company and share files. How to operate? It is recommended to use Babel's "Project Folder" to complete. You can create a personal project in the "Personal Files" root column, or you can create a project under your department (only roles with the permission to create folders/projects can create department projects). Personal projects belong to the creator, and department projects belong to the department. The department manager can view and manage the content under the department project, regardless of whether the project was created by the department manager or whether the department manager belongs to the project. Both personal projects and department projects can invite internal members or external personnel of the entire enterprise, or mobile phones or email addresses that are not registered with BabelBird to join. The project folder has the following characteristics: Projects have a validity period, after which project members will no longer be able to see the project. The project leader can change the validity period of the project midway. At the same time, the project can set the validity period of project members respectively. After the validity period of the project member's permission expires, the project member will not be able to access the project, but the files uploaded by the member in the project will be retained. Both the project leader and the project itself can be transferred. Individual projects can also be transferred to departments or other individuals through transfer, and department project leaders can also be transferred to other departments or other members. If the project is transferred to another department, project ownership and project management rights will also be transferred. The permissions of personnel within the project are not affected by department roles (except for roles with department file management permissions). The project leader can arbitrarily change the permissions of project members in the project and set the deadline for project members to access the project. However, in departmental projects, roles with "Department File Management" permissions (usually department managers) can access the project without being subject to project permissions. Project creators and project leaders can invite any member within the enterprise to join the project. It also supports inviting external members to join the project. The project has an independent project discussion group where group chats can be held. Department projects can only be created in the department root directory (for ease of management) and cannot be created in other folders of the department. Personal projects can only be created in the root directory of "Personal Files" and cannot be created in other personal folders. The project supports creating subprojects. Sub-projects can have independent project management permissions and project leaders. Members of the parent project can view the content of the sub-project, and the permissions follow the parent project. Click on the person's avatar in the discussion group to view the list of files uploaded by the person in the project. After the project is created, it will be displayed in the "My Projects" root directory of project members. Project members can access the project in the My Project section. You can also view the projects you have joined or managed in the My Projects column. How to set up a project: Click the New button in the upper left corner in the blank space where a project can be created (personal projects are created in the root directory of "Personal Files", department projects are created in the root directory of the department folder), select the New Project button, and follow the guidance to create the project and add project members. After members are added, they will receive a notification to join the project and can access the project in the "My Projects" column. ## 72. Why can’t I create a project in a department? You are trying to create a project in a normal folder (yellow folder) without creating the project in the department root. You do not have permission to create projects in the department. If you need to manage a project, you can contact the department manager, who will create the project and set you as the project leader. You can also create a personal project under "Personal Files". ## 73. There is a file in the department that I want to show to people in other departments, but I don’t want to invite them one by one. What should I do? Right-click the file/folder you want to share - select Share, and click the "Add from corporate member list or group" button in the invitation sharing. Click the company member column, find the department you want to share, click in front of the name of the department you want to share, add the department to the list, and click "Send". If you need to invite certain members from different departments, you can add these members to a group (click Settings in the inverted triangle of your personal avatar, find the group management column, and create a new personal private group for personal use; the super administrator can create an enterprise public group, which can be used by the entire enterprise), and just invite the group when inviting. ## 74. I want to collect some materials from various departments. How do I do this? It is recommended to use the inbox function of BabelBird. Enter the directory where you need to save these materials and click the "New" button in the upper left corner. Select "Inbox - Collection within the organization" to open the inbox creation interface. Fill in the corresponding information and select the colleagues (submitters) who need to submit materials and click "Create" to create an inbox folder. At the same time, the system will send a submission notification to the submitter you selected. After clicking on the notification, the submitter can enter the drop box and upload files as required. The collection inbox within the organization has the following features: Submitters must log in before they can upload files Before the deadline, submitters can upload and edit their own files and upload new versions. After the deadline expires, submitters will not be able to upload files or modify submitted files. The sender cannot see other files except the files uploaded by himself (except files uploaded by the recipient) Another type of inbox is an open inbox. The open inbox will generate a link, and you can distribute the link. Anyone who knows the link can upload files without registering. ## 75. I want to send a file to everyone in the company so that they can view it, but it cannot be downloaded. How do I do this? Right-click on this file, select Share, and click the "Add from corporate member list or group" button in the invitation sharing. Click on the company members column, find the root department of the organizational structure (usually your company name), click on the company name to add it to the list, set the permissions in the permission list on the right to "can view", and then click the send button at the bottom. ## 76. How to use BabelBird to quickly collect user files? For quick collection of files, Babel launched the inbox function. Click New - Inbox in the directory where the collected files need to be placed. If you need to collect files from external users (non-registered users), choose open collection. After clicking Next to perform relevant settings (set the validity period, upload the form content that needs to be filled in), a collection link and QR code will be formed. You can send this link and QR code to the corresponding users (in the group or public channels), and they can click and fill in a form to upload the file. If you want to collect within the enterprise, select within the organization. Members of the designated list will receive a notification and click to enter to upload the file. The target audience of the inbox can only see the recipient and the files uploaded by themselves, but not the files uploaded by other senders. Recipients can see everyone's uploaded files. ## 77. The content in the sharing I sent to my customers is incorrect, what should I do? You just need to directly modify the contents of the files or folders you share, or upload a new version. Customers who view your files only through the link sharing address will only see the latest version of the file. As long as you modify the file, all users who preview the file you share will see the latest version of the file. But if you give the sharing recipient the "download file" permission and the other party downloads the source file, the content that the other party has downloaded cannot be changed. ## 78. I don’t want customers to download the files I share, but they can view them. What should I do? When inviting or sharing a link, select "Can view" (invitation) or "Anyone with the link can view" (link sharing) permission, so that users who receive the invitation or link can only view the file and cannot download it. ## 79. I want to send files on BabelBird to contacts in WeChat. How do I do this? Use BabelBird APP to send files directly to contacts in WeChat. Find the file you want to send in the BabelBird APP, click the arrow button at the bottom on the right side of the file, and a drop-down menu will pop up. Click Share to open the sharing interface. You can choose the sharing method in the sharing interface Among them: Select Copy Link to copy the sharing link to the clipboard. You can paste the sharing link in the business WeChat or DingTalk chat window. Select a WeChat friend and directly select the person to whom you want to send the sharing link in the WeChat friend list. Select WeChat Moments to directly send this sharing link to Moments. Select the QR code to scan the code for your friends to get this link. Select the source file to directly send the source file (not the link, but the source file of the file itself, which is equivalent to downloading the file) to the contact in the third-party application. If you choose Enterprise WeChat, the system will automatically download the file and send it to your selected Enterprise WeChat contact. The source files sent are not subject to permission control, which is equivalent to sending files directly to others. If you want to send a file to someone on WeChat on your computer, you can right-click the file you want to share, select "Share" - Link Sharing, and turn on the open link sharing button. Then click on the QR code logo and scan the code using WeChat on your mobile phone to get the sharing link. After scanning the code, the sharing link will be opened on WeChat. Click the "..." more button in the upper right corner, Just select "Send to a friend". ## 80. Can I directly access BabelBird’s files using WeChat Business/DingTalk? Enterprises need to purchase BabelBird’s enterprise WeChat or DingTalk integration services. After activating the enterprise WeChat or DingTalk integration service, enterprise members can see the Babel bird icon on the workbench. Click this icon to access BabelBird, and you can view all the files that can be seen within the user's permissions. However, due to the restrictions on the network disk system of Enterprise WeChat and DingTalk, only limited operations such as preview, download, and sharing can be used.