Internal Library - Initial Configuration

🧭 Step 1: Understand Which Columns Are Used in the Internal Library.

To begin, it's helpful to recognize which columns are already controlled by the Internal Library. You can do this by navigating to any of your Project Sheets and scanning the column headers. Columns managed by the Internal Library display a small cube icon next to their names.

When you hover over this icon, a tooltip will appear that reads: “This column is in the library.”
This is a clear indication that the data in that column is sourced from the Internal Library, and cannot be edited from the Project Sheet if the item is linked to the IL.

🛠 Step 2: Define Which Columns Store Your Centralized Product Data.

To customize which columns your Internal Library will manage:

1. Navigate to the Main Menu

2. Go to Settings > Phase Column Settings

3. Select the Column Configuration section

Here, each column has a dropdown to assign one of three Column Properties:

• Cost/Price – For pricing-related data like Unit Price, Retail Price, or Trade Price

• Project Management – For data that varies per project, like Status, Markup %, or Assigned Supplier

• Product Info – Select this if you want to use this column in the Internal Library

Remember: Items connected to the Internal Library will pull their data into the Project Sheets from these columns. You won’t be able to edit them locally unless the item is disconnected from the library.

⚠️ Important: Changing a column’s property to Product Info after you've already created items in your projects will cause those items to become unlinked from the Internal Library.

Pro tip: Use the checkboxes to select multiple columns and use the “Bulk Actions” button at the top to change the property all in one go.

👥 Step 3: Set Internal Library Access Permissions

To define who can view or edit the Internal Library:

1. Open the Main Menu

2. Go to Settings > Role Management

3. Select the user role you want to manage (e.g., Procurement Agent)

4. Under the General Access section, locate the Internal Library dropdown

Choose from the following access levels:

• No Access – Cannot view or use the Internal Library

• View Access – Can see the Internal Library but not make changes

• Edit Access – Full permissions to view and edit Internal Library content

⚠️ Important: Limit Who Can Change Library Structure

If a role also has Edit permissions under Template Configuration, those users will be able to access Phase & Column Settings and modify which columns are controlled by the Internal Library.

🔒 We recommend limiting this permission to only trusted team members.
Changes to column configuration apply across the entire workspace and affect all users.

✅ You're All Set!
With these steps, your Internal Library will be correctly configured, ensuring your product data stays centralized, consistent, and under the right controls.

We hope this article was helpful, please rate the article, and reach us via Live Help if you still need assistance.