Difference between revisions of "Documents/en/"

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=DOCUMENT SYSTEM=
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=DOCUMENTS=
 +
[[File:Documents.png|thumb]]
 +
4PM document management system supports:
 +
* arranged documents in project folders and sub-folders
 +
* advanced search options for the documents (by content, title, date of publication)
 +
* version control and
 +
* access control to folders (view, edit, downloads, uploads)
 +
* easy editing of folder access rights (view, edit)
 +
* multi-upload of files
 +
* e-mail notifications with links to file(s) (send a link via e-mail).
 +
* e-mail notifications with links to folders
 +
* file commenting
 +
* moving files between folders (copy, cut, paste)
 +
* history of file use: downloads, links by e-mail, versions
  
−
4PM has integrated '''advanced document management system''', which allows you to:
+
== Folders - structure ==
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* Arrangement of documents by project (folders),
+
4PM includes 4 system folders:
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* distributing documents in folders and sub-folders
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* '''FILES''' - folder independent from the projects. Flexible user access rights (see, edit)  
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* Advanced search options for the documents (by text content, title, date of publication, meta-data)
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* '''PROJECTS''' - system folder that with subfolders structure by PROJECT GROUPS / PROJECTS. Each project has its own folder
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* Version control of documents and access to documents
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* '''PROJECT ARCHIVE''' - System folder with all closed projects by structure PROJECT GROUPS / PROJECTS
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* Easy editing of access rights to specific folders (by persons, by project roles),
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* '''LAST CHANGES''' - System folder, which summarizes the latest updatedE file. The view depends on user access rights.
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* The possibility of document multi-upload at the same time,
 
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* E-mail notification of the new or changed document in the system (send link by e-mail).
 
  
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==PROJECT DOCUMENTS AND FOLDERS==
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=== Adding new folder  ===
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4PM has several different options to upload documents into the system. The user can choose the one that corresponds to its level of rights or. needs.
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[[File:New_folder.png|thumb]]
 +
# '''select folder (bold)''' to add subfolder
 +
# Click the icon '''add folder''' [[Image:10.IkonaDodajMapo.jpg]].  
 +
# Enter folder name and confirm
  
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Each project has its own folder (document name) has four subfolders:
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=== Folder info===
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*'''TASKS''' - documents added at comments or tasks;
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[[File:New_folder_info.png|thumb]]
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*'''FINANCE''' - documents added in the finance modul;
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Click [[File:Info.gif]] to open:
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*'''PORTALS''' - documents added to portal
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* folder info [[file:Info_ikona.PNG]]
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*'''LAST CHANGES''' - final documents that have been uploaded in the last folder (showing documents according to user rights)
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* folder history - [[File:Zgodovina_ikona.PNG]] and
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Access to these folders depends on access rights to corresponding modules (finance, tasks and portals).
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* set user access rights [[File:Pravice_ikona.PNG]]
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you can add multiple folders to each project folders.
 
  
 +
New subfolders inherit the access rights of the parent folder. Rights can be adjusted for each folder. Each folder can have preset the default rights (see, edit) for new team members.
  
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==DOCUMENT SYSTEM ==
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=== Display mode of a folder ===
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'''PROJECT FOLDERS'''include:
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[[File:Mreža2.png|thumb]] [[File:seznam.png |thumb]]
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** '''project group folders'''
 
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**** '''project group folders''',
 
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*** project can have flexible sub-folder structure.
 
  
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'''NON-PROJECT FOLDERS''', folders added by users and are not connected to projects
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The content of the selected folders (bold) appears in the central list. You can set layout mode [[File: Application_view_list.png]]:
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'''LAST CHANGES''' - all recently uploaded documents to 4PM.
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# Select folder
 +
# Click '' switch layout'' [[File:Application_view_list.png]]
 +
#* list
 +
#* grid
  
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== ADD NEW FOLDER  ==
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===Folder access rights===
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Add a new folder by clicking the folder icon [[file: 10.IkonaDodajMapo.jpg]]. Enter the name of the new folder and set the access rights to documents in the folder by selecting various groups or persons. Access of non project team members can be set: the rights of other persons. Save.
+
[[File:Folder_access.png| thumb]]
 +
# click[[File:Pravice_ikona.PNG ]]
 +
# set access rights to users:
 +
#* no view [[File:4.7.ikonaRdecKrizec.jpg]]
 +
#* can view [[File:10.IkonaOko.jpg]]
 +
#* can view and edit [[File:2.2.2.ikonaSvincnik.jpg]]
 +
# find users in search field [[File:2.2.2.ikonaLupa.jpg]]
 +
#* If you change the rights for different users, use the reset button for reverting the changes back to the initial state.
 +
#* Set access rights for individual users.
  
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* see[[file: 10.IkonaOko.jpg]] a user can access (download) the document.
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* '''NEW FOLDER''' inherits default access rights of '''parent folder.'''
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* edit [[file: 2.2.2.ikonaSvincnik.jpg]], user can edit document: replace version, access old versions, meta-data, key words, add comments.
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** view [[file:10.IkonaOko.jpg]] - users can see (and download) the content (files or subfolders) of folder.  
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* ? user belonging to a group, has different access rights to documents in the folder.
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** edit [[file:2.2.2.ikonaSvincnik.jpg]] - user can edit the content (change versions, access to older versions, comments, metadata  …).
 +
* grey fields cannot be changed.
  
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Information on settings of individual folders are accessible by clicking the icon [[file:10.IkonaMozicki.jpg]].
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===NEW - Folder link ===
 +
[[File:Folder_link_email.png|thumb]]
 +
Each folder has a link you can:
 +
# '''copy''' (and attach it to comment)
 +
# '''send folder link by e-mail''' notification.
  
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== DOCUMENT UPLOAD ==
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==FILES IN DOCUMENTS==
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New document is loaded by clicking the ADD FILE.
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=== Uploading new files ===
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[[file:10.IkonaDodajDokument.jpg]].
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[[File:File_upload.png|thumb]]
 +
# select folder (bold)
 +
# to start upload click [[file:10.IkonaDodajDokument.jpg]].
 +
# select file (from your computer)
 +
# '''multiple files''' can be uploaded (use '''ctrl''' / '''shift''') at once
 +
# uploaded filed appear as content in the selected folder
  
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[[file:10.izberiDatoteko.jpg|350px]]
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===NEW - Downloading files===
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If you have installed the Flash plug-in in the browser, multiple document upload is possible.
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* '''one click''' - select file
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To select multiple documents use ctrl or shift button to select and confirm with the button Open. Repeat the process if necessary.
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* '''double click''' - start downloading file
  
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[[file:10.dodajanjeDatotek.jpg|500px]]
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===NEW - Automatic versioning===
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After document upload is complete, choose whom to send the link to the new documents (optional).
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[[File:Conflict.png|thumb]]If you upload a file with the same name as a file already in a folder, 4PM identifies a conflict. You can
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* override old file with the new version (automatic versioning) or
 +
* rename and load it or them as new file
  
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[[file:10.obvescanjeODatoteki.jpg|350px]]
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===NEW - Advanced features===
 +
You can
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* '''copy''' [[File:File_copy.png]] (ctrl+c) and paste [[File:File_paste.png]] (ctrl+v) to other folder
 +
* '''cut''' [[File:File_cut.png]] (ctrl+x) d paste [[File:File_paste.png]] (ctrl+v) to other folder
 +
* '''delete''' or
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* '''send document link by e-mail''' [[File:Email.gif]]
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** select recipient (or a group) to send notification with '''file / folder link''' and '''comment''';
 +
** select '''multiple files''' (ctrl, shift + click) to send multiple links  by e-mail (you send only links to files, not files).
 +
** select recipients from the list of users with access rights.
 +
* files can be '''locked for editing''' [[File:16-security-lock.png]]. Other users can see the file, download the file but cannot change it. Only user that locked the file can unlocked it  [[File:16-security-lock-open.png]]
  
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Documents in folder (bold) are displayed on right side list.
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===File details - right side window===
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[[File:File_info.png|thumb]]Each file has history details and meta data [[File:Info.gif]]
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[[file:10.datotekeNaProjektu.jpg|500px]]
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* renaming the file - [[File:2.2.2.ikonaSvincnik.jpg]]
 +
* uploaded by: user
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* version: number of version
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* uploaded: date and time of upload
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* size: file size
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downloads: number of downloads
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link: link (URL) to file
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key words: text field
  
 +
'''LOCK'''  [[File:16-security-lock-open.png]]: user can lock file for editing (adding new version), download is sill possible.
  
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==DOCUMENT SEARCH==
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===NEW - File comments===
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Search is enabled in folder and corresponding sub-folders. Write search word in the search field.  
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[[File:File_comment.png|thumb]]You can write a comment for each file write (eg. changes in the file, the new version). You can send e.mail notification with a comment and a link to the file via e-mail.
  
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Documents can be searched by:
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===NEW - File link===
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* text files (word, Excel, PDF)
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You can send one (click) or more links (ctrl, shift + click) to files by e-mail notification
 +
[[File:Email.gif]].
 +
 
 +
===File history===
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[[File:File_history.png|thumb]]
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* versions (all)
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* downloads (click to file)
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* sent emails (as comment or link) with sender and recipient(s)
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* name history
 +
 
 +
==File search==
 +
Document search is possible in '''folder''' and '''sub-folders'''.
 +
# enter text in search field [[File:View.gif]]
 +
# click icon SEARCH [[File:View.gif]]
 +
 
 +
4PM displays a list of files that contain search text. 4PM displays only files that are in folders a user can see.
 +
 
 +
Search uses:
 +
* text content (Word, Excel, pdf)
 
* document name
 
* document name
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* document key words
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* key words
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* date of upload
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* up-load date.
  
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'''Tip'''
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'''TIP'''
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If you do not know where exactly you to look for a document, select top (project) folder and enter search word.
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If you do not know the location (folder) of a file, select the top folder you know and enter search text.
  
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==Document details==
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==Standard folders ==
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Document details (metadata) are available at each document, under the eye icon. You can view
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You can edit standard folders in tab DOCUMENTS / STANDARD FOLDERS
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* History of the document (version - the latest at the top),
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* click + ADD to add standard folder
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* Document Size
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* enter folder name
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* Who uploaded the document
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* select if this is standard folder for
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* When the document was uploaded
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** all active projects
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* Who accessed the document (downloads)
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** only selected project group
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* Keywords: separated by commas
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** only selected project module
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* Text comments to document
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* each standard folder can have sub-folders
  
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'''LOCK''': the user can temporarily close the document editing (adding a new version).
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Only admin user can edit standard folders. Users cannot rename subfolders, they can add sub-folders and upload documents.
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'''MOVE''': moving files between folders within the project.
 
  
−
[[file:10.komentarjiDatoteke.jpg|500px|]]
+
[[File:DMS_standard_folders.JPG |350px]]

Latest revision as of 13:57, 24 May 2017

DOCUMENTS

Documents.png

4PM document management system supports:

  • arranged documents in project folders and sub-folders
  • advanced search options for the documents (by content, title, date of publication)
  • version control and
  • access control to folders (view, edit, downloads, uploads)
  • easy editing of folder access rights (view, edit)
  • multi-upload of files
  • e-mail notifications with links to file(s) (send a link via e-mail).
  • e-mail notifications with links to folders
  • file commenting
  • moving files between folders (copy, cut, paste)
  • history of file use: downloads, links by e-mail, versions

Folders - structure

4PM includes 4 system folders:

  • FILES - folder independent from the projects. Flexible user access rights (see, edit)
  • PROJECTS - system folder that with subfolders structure by PROJECT GROUPS / PROJECTS. Each project has its own folder
  • PROJECT ARCHIVE - System folder with all closed projects by structure PROJECT GROUPS / PROJECTS
  • LAST CHANGES - System folder, which summarizes the latest updatedE file. The view depends on user access rights.

Adding new folder

New folder.png
  1. select folder (bold) to add subfolder
  2. Click the icon add folder 10.IkonaDodajMapo.jpg.
  3. Enter folder name and confirm

Folder info

New folder info.png

Click Info.gif to open:

  • folder info Info ikona.PNG
  • folder history - Zgodovina ikona.PNG and
  • set user access rights Pravice ikona.PNG

New subfolders inherit the access rights of the parent folder. Rights can be adjusted for each folder. Each folder can have preset the default rights (see, edit) for new team members.

Display mode of a folder

Mreža2.png
Seznam.png

The content of the selected folders (bold) appears in the central list. You can set layout mode Application view list.png:

  1. Select folder
  2. Click switch layout Application view list.png
    • list
    • grid

Folder access rights

Folder access.png
  1. clickPravice ikona.PNG
  2. set access rights to users:
    • no view 4.7.ikonaRdecKrizec.jpg
    • can view 10.IkonaOko.jpg
    • can view and edit 2.2.2.ikonaSvincnik.jpg
  3. find users in search field 2.2.2.ikonaLupa.jpg
    • If you change the rights for different users, use the reset button for reverting the changes back to the initial state.
    • Set access rights for individual users.
  • NEW FOLDER inherits default access rights of parent folder.
    • view 10.IkonaOko.jpg - users can see (and download) the content (files or subfolders) of folder.
    • edit 2.2.2.ikonaSvincnik.jpg - user can edit the content (change versions, access to older versions, comments, metadata …).
  • grey fields cannot be changed.

NEW - Folder link

Folder link email.png

Each folder has a link you can:

  1. copy (and attach it to comment)
  2. send folder link by e-mail notification.

FILES IN DOCUMENTS

Uploading new files

File upload.png
  1. select folder (bold)
  2. to start upload click 10.IkonaDodajDokument.jpg.
  3. select file (from your computer)
  4. multiple files can be uploaded (use ctrl / shift) at once
  5. uploaded filed appear as content in the selected folder

NEW - Downloading files

  • one click - select file
  • double click - start downloading file

NEW - Automatic versioning

Conflict.png

If you upload a file with the same name as a file already in a folder, 4PM identifies a conflict. You can

  • override old file with the new version (automatic versioning) or
  • rename and load it or them as new file

NEW - Advanced features

You can

  • copy File copy.png (ctrl+c) and paste File paste.png (ctrl+v) to other folder
  • cut File cut.png (ctrl+x) d paste File paste.png (ctrl+v) to other folder
  • delete or
  • send document link by e-mail Email.gif
    • select recipient (or a group) to send notification with file / folder link and comment;
    • select multiple files (ctrl, shift + click) to send multiple links by e-mail (you send only links to files, not files).
    • select recipients from the list of users with access rights.
  • files can be locked for editing 16-security-lock.png. Other users can see the file, download the file but cannot change it. Only user that locked the file can unlocked it 16-security-lock-open.png

File details - right side window

File info.png

Each file has history details and meta data Info.gif

  • renaming the file - 2.2.2.ikonaSvincnik.jpg
  • uploaded by: user
  • version: number of version
  • uploaded: date and time of upload
  • size: file size

downloads: number of downloads link: link (URL) to file key words: text field

LOCK 16-security-lock-open.png: user can lock file for editing (adding new version), download is sill possible.

NEW - File comments

File comment.png

You can write a comment for each file write (eg. changes in the file, the new version). You can send e.mail notification with a comment and a link to the file via e-mail.

NEW - File link

You can send one (click) or more links (ctrl, shift + click) to files by e-mail notification Email.gif.

File history

File history.png
  • versions (all)
  • downloads (click to file)
  • sent emails (as comment or link) with sender and recipient(s)
  • name history

File search

Document search is possible in folder and sub-folders.

  1. enter text in search field View.gif
  2. click icon SEARCH View.gif

4PM displays a list of files that contain search text. 4PM displays only files that are in folders a user can see.

Search uses:

  • text content (Word, Excel, pdf)
  • document name
  • key words
  • up-load date.

TIP If you do not know the location (folder) of a file, select the top folder you know and enter search text.

Standard folders

You can edit standard folders in tab DOCUMENTS / STANDARD FOLDERS

  • click + ADD to add standard folder
  • enter folder name
  • select if this is standard folder for
    • all active projects
    • only selected project group
    • only selected project module
  • each standard folder can have sub-folders

Only admin user can edit standard folders. Users cannot rename subfolders, they can add sub-folders and upload documents.

DMS standard folders.JPG

Retrieved from "https://help.4pm.si/index.php?title=Documents/en/&oldid=12179"