Difference between revisions of "Documents/en/"

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(Created page with "=DOCUMENT SYSTEM= 4PM has integrated '''advanced document management system''', which allows you to: * Arrangement of documents by project (folders), * distributing documents in...")
 
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=DOCUMENT SYSTEM=
 
=DOCUMENT SYSTEM=
  
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4PM has integrated '''advanced document management system''', which allows you to:
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4PM integrated advanced document management system supports:
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* Arrangement of documents by project (folders),
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* arranged documents in project folders and sub-folders
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* distributing documents in folders and sub-folders
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* easy editing of folder access rights
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* Advanced search options for the documents (by text content, title, date of publication, meta-data)
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* advanced search options for the documents (by content, title, date of publication)
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* Version control of documents and access to documents
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* version control and access to documents
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* Easy editing of access rights to specific folders (by persons, by project roles),
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* multi-upload of documents
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* The possibility of document multi-upload at the same time,
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* e-mail notifications of new/changed documents (send a link via e-mail).
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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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==PROJECT FOLDERS==
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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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The document management system is organized into project folders:
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* project '''groups''' folders
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** folders for each '''project'''
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*** structure of folders and multiple sub-folders for each project.
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* '''non-project folders''' - folders that are not related to projects.
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* '''last modified''' - contains new documents (according to user access rights).
  
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Each project has its own folder (document name) has four subfolders:
 
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*'''TASKS''' - documents added at comments or tasks;
 
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*'''FINANCE''' - documents added in the finance modul;
 
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*'''PORTALS''' - documents added to portal
 
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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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Access to these folders depends on access rights to corresponding modules (finance, tasks and portals).
 
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you can add multiple folders to each project folders.
 
  
  
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'''LAST CHANGES''' - all recently uploaded documents to 4PM.
 
'''LAST CHANGES''' - all recently uploaded documents to 4PM.
  
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== ADD NEW FOLDER  ==
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=== Adding new folder===
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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.
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'''New folder''' is created (added):
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# Click the icon add folder [[file:10.IkonaDodajMapo.jpg]].  
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# Enter folder name.
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# set access rights to documents in folder.
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* Use user groups (project roles) to select more users or
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* select individual users.
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# If necessary select access rights for other users.
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# save.
  
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* see[[file: 10.IkonaOko.jpg]] a user can access (download) the document.
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''' Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.'''
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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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* ? user belonging to a group, has different access rights to documents in the folder.
 
  
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Information on settings of individual folders are accessible by clicking the icon [[file:10.IkonaMozicki.jpg]].
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* icon '''view''' [[file:10.IkonaOko.jpg]] - user can see documents in the folder
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* icon '''edit''' [[file:2.2.2.ikonaSvincnik.jpg]] - user can edit documents in folder (change version, access to previous versions, meta-data.)
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* icon ? - persons have user group rights whit different access groups.
  
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== DOCUMENT UPLOAD ==
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Folder settings: [[file:10.IkonaMozicki.jpg]].
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New document is loaded by clicking the ADD FILE.
 
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[[file:10.IkonaDodajDokument.jpg]].
 
  
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== Uploading new files ==
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# to start upload click the icon [[file:10.IkonaDodajDokument.jpg]].
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# select file (from your computer)
 
[[file:10.izberiDatoteko.jpg|350px]]
 
[[file:10.izberiDatoteko.jpg|350px]]
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If you have installed the Flash plug-in in the browser, multiple document upload is possible.
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# more than 1 file at once can be uploaded (use '''ctrl''' or '''shift''').
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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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* Users of Internet Explorer should have installed latest version of Flash plug-in [[http://www.adobe.com/software/flash/about/]].
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# confirm the selected files
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# repeat if necessary.
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[[file:10.dodajanjeDatotek.jpg|500px]]
  
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[[file:10.dodajanjeDatotek.jpg|500px]]
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When you finish the document up-load, you can:
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After document upload is complete, choose whom to send the link to the new documents (optional).
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# save uploaded documents or
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# send e-mail notification with links to uploaded documents to selected 4PM users.
  
 
[[file:10.obvescanjeODatoteki.jpg|350px]]
 
[[file:10.obvescanjeODatoteki.jpg|350px]]
  
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Documents in folder (bold) are displayed on right side list.
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==Search==
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Document search is possible in '''folder''' and '''sub-folders'''.  
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[[file:10.datotekeNaProjektu.jpg|500px]]
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# enter text in search field
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# click icon SEARCH or press ENTER
  
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4PM displays a list of files that contain search text. 4PM displays only files that are in folders a user can see.
  
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==DOCUMENT SEARCH==
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Search uses:
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Search is enabled in folder and corresponding sub-folders. Write search word in the search field.  
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* text content (Word, Excel, pdf)
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* document name
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* key words
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* up-load date.
  
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Documents can be searched by:
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TIP:
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* text files (word, Excel, PDF)
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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 name
 
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* document key words
 
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* date of upload
 
  
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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.
 
  
 
==Document details==
 
==Document details==
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Document details (metadata) are available at each document, under the eye icon. You can view
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Each document (file) has history details and meta data - '''icon eye''':
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* History of the document (version - the latest at the top),
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* document history - versions - latest on top, accessible to all users, in all links to this document
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* Document Size
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* document type,
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* Who uploaded the document
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* user that uploaded document,
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* When the document was uploaded
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* upload date,
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* Who accessed the document (downloads)
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* document down-loads: who and when,
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* Keywords: separated by commas
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* key words: use comma to separate,
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* Text comments to document
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* text comments (not sent by e-mail),
  
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'''LOCK''': the user can temporarily close the document editing (adding a new version).
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'''LOCK''': user can temporary lock file for editing (adding new version)
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'''MOVE''': moving files between folders within the project.
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'''MOVE''': move file from one folder to another.
  
 
[[file:10.komentarjiDatoteke.jpg|500px|]]
 
[[file:10.komentarjiDatoteke.jpg|500px|]]

Revision as of 15:08, 26 June 2013

DOCUMENT SYSTEM

4PM integrated advanced document management system supports:

  • arranged documents in project folders and sub-folders
  • easy editing of folder access rights
  • advanced search options for the documents (by content, title, date of publication)
  • version control and access to documents
  • multi-upload of documents
  • e-mail notifications of new/changed documents (send a link via e-mail).

PROJECT FOLDERS

The document management system is organized into project folders:

  • project groups folders
    • folders for each project
      • structure of folders and multiple sub-folders for each project.
  • non-project folders - folders that are not related to projects.
  • last modified - contains new documents (according to user access rights).


DOCUMENT SYSTEM

PROJECT FOLDERSinclude:

    • project group folders
        • project group folders,
      • project can have flexible sub-folder structure.

NON-PROJECT FOLDERS, folders added by users and are not connected to projects LAST CHANGES - all recently uploaded documents to 4PM.

Adding new folder

New folder is created (added):

  1. Click the icon add folder 10.IkonaDodajMapo.jpg.
  2. Enter folder name.
  3. set access rights to documents in folder.
  • Use user groups (project roles) to select more users or
  • select individual users.
  1. If necessary select access rights for other users.
  2. save.

Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.

  • icon view 10.IkonaOko.jpg - user can see documents in the folder
  • icon edit 2.2.2.ikonaSvincnik.jpg - user can edit documents in folder (change version, access to previous versions, meta-data.)
  • icon ? - persons have user group rights whit different access groups.

Folder settings: 10.IkonaMozicki.jpg.

Uploading new files

  1. to start upload click the icon 10.IkonaDodajDokument.jpg.
  2. select file (from your computer)

10.izberiDatoteko.jpg

  1. more than 1 file at once can be uploaded (use ctrl or shift).
  • Users of Internet Explorer should have installed latest version of Flash plug-in [[1]].
  1. confirm the selected files
  2. repeat if necessary.

10.dodajanjeDatotek.jpg

When you finish the document up-load, you can:

  1. save uploaded documents or
  2. send e-mail notification with links to uploaded documents to selected 4PM users.

10.obvescanjeODatoteki.jpg

Search

Document search is possible in folder and sub-folders.

  1. enter text in search field
  2. click icon SEARCH or press ENTER

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.


Document details

Each document (file) has history details and meta data - icon eye:

  • document history - versions - latest on top, accessible to all users, in all links to this document
  • document type,
  • user that uploaded document,
  • upload date,
  • document down-loads: who and when,
  • key words: use comma to separate,
  • text comments (not sent by e-mail),

LOCK: user can temporary lock file for editing (adding new version) MOVE: move file from one folder to another.

10.komentarjiDatoteke.jpg

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