Project management
Available for: paid plans
Projects are useful when it comes to working within teams. They combine spaces, shared files and members with different access to the project.
Organization
Projects live within an organization. An organization can have multiple admins who can invite other organization members including other admins, manage projects, their files and members.
If you're an organization admin, in the Dashboard click on your organization's name and go to the Organization settings to manage participants.
To add a new member press the "Invite" button, type the email of this person that is associated with their Shapes account, and choose their role and the project(s) you want to invite them to.
Opposite each member, there is a 3 dots button to call up a menu with the following options:
Set/Revoke Admin role.
Project permissions - you can see what role in which project this user takes and change it.
Unseat - if the user has an editor role in any project it means they takes a seat (license); you can release the license by clicking this button.
Remove user - delete this user from the organization.
In the Preferences tab, you can change the organization name.
Projects
Think of a project as a directory with shared spaces and files. Any project member can see and open project spaces with access defined by their role. Members with an Editor role can also add and change spaces in the project.
A user can have access to multiple projects and have different roles in those projects.
Only organization admins can create and delete projects. Admins and editors can rename projects.
To create a new project an organization admin should:
Go to the Projects tab in the Dashboard.
Press the "+ New project" button.
Type a name for the new project and press "Create".
To rename a project an organization admin/project editor should:
Go to the project's page.
Click on the 3 dots button and choose "Rename".
Type a new name for the project and press "Rename".
To delete a project an organization admin should:
Go to the project's page.
Click on the 3 dots button, choose "Delete project", and cofirm the deletion.
Members
Each project has a list of members with different roles.
If you are a project member with an Editor role or an organization admin, you can invite new members to a project.
Ask your colleagues to go to the Dashboard and associate their emails with their accounts. They will be prompted to add an email when they sign in to the Dashboard for the first time.
Go to the "Members" tab in a project, press "Invite" and enter an email associated with the user's account. Choose the role for this person and send the invitation. The person will receive an email at this address with further instructions.
You can change the role for each member or remove them from the project.
Roles & Permissions
There are 3 roles in any project: viewer, commenter, and editor.
Viewers can only view spaces.
Commenters can only comment in spaces.
Editors can change anything in any space within the project. Editors can also invite and remove members, and change their roles.
Seats (Licenses)
A seat gives the ability to edit spaces within projects. Seats are tied to Editor roles. As soon as a member becomes an editor in a project, a seat is attached to their account.
If the Editor role lifts from that person then the seat gets unassigned from the user as well.
Shared files
In Shapes, you can share files within your team. You can share any type of file available in Shapes - png, jpg, obj, glb, glTF (as zip), mp3, wav, and Figma files. Each project in your organization includes a tab called "Shared files", enabling you to utilize common files inside the spaces of that project.
The Shared Files tab is restricted to project admins and editors, who have the ability to add and remove files.
There are two methods to share files:
Upload directly to the folder using drag-and-drop or the Upload button.
Move files from your personal files (My files tab).
To move a file from your personal files to the shared files, navigate to the My Files tab, select the desired file, click the Move button, and choose the project to which you want the file to be assigned.
Furthermore, you can transfer files from a shared folder to your personal files (My files) if those files were uploaded by you.
In the app, the Shared Files tab is available in spaces that belong to a project - go to the project space, Assets menu -> Shared files tab to reach the shared assets for this project.
Shared files can be organized using folders. Additionally, each project features a Trash bin where removed assets are initially stored. These assets remain visible within spaces until the Trash bin is emptied.
For more information on file size limitations or available formats, please refer to https://learn.shapesxr.com/import.
The storage for shared files varies depending on the plan: 5 GB per project for the Team plan and 10 GB per project for the Enterprise plan.
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