Difference between revisions of "Documents/en/"
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* e-mail notifications of new/changed documents (send a link via e-mail). | * e-mail notifications of new/changed documents (send a link via e-mail). | ||
| − | == | + | == Project folders == |
| − | |||
| − | |||
| − | |||
| − | |||
| − | *'''NON-PROJECT FOLDERS''', folders added by users and are not connected to projects | + | include: |
| + | |||
| + | *'''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. | *'''LAST CHANGES''' - all recently uploaded documents to 4PM. | ||
| − | === Adding new folder=== | + | === Adding new folder === |
| − | '''New folder''' is created (added): | + | |
| − | # Click the icon add folder [[ | + | '''New folder''' is created (added): |
| − | # Enter folder name. | + | |
| − | # set access rights to documents in folder. | + | #Click the icon add folder [[Image:10.IkonaDodajMapo.jpg]]. |
| − | * Use user groups (project roles) to select more users or | + | #Enter folder name. |
| − | * select individual users. | + | #set access rights to documents in folder. |
| − | # If necessary select access rights for other users. | + | |
| − | # save. | + | *Use user groups (project roles) to select more users or |
| + | *select individual users. | ||
| + | |||
| + | #If necessary select access rights for other users. | ||
| + | #save. | ||
| − | ''' Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.''' | + | '''Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.''' |
| − | * icon '''view''' [[ | + | *icon '''view''' [[Image:10.IkonaOko.jpg]] - user can see documents in the folder |
| − | * icon '''edit''' [[ | + | *icon '''edit''' [[Image: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. | + | *icon ? - persons have user group rights whit different access groups. |
| − | Folder settings: [[ | + | Folder settings: [[Image:10.IkonaMozicki.jpg]]. |
== Uploading new files == | == Uploading new files == | ||
Revision as of 14:19, 8 July 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
include:
- project group folders
- project group folders,
- project can have flexible sub-folder structure.
- project group folders,
- 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):
- Click the icon add folder
. - Enter folder name.
- set access rights to documents in folder.
- Use user groups (project roles) to select more users or
- select individual users.
- If necessary select access rights for other users.
- 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
- user can see documents in the folder - icon edit
- 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: 
.
Uploading new files
- to start upload click the icon
. - select file (from your computer)
- 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]].
- confirm the selected files
- repeat if necessary.
When you finish the document up-load, you can:
- save uploaded documents or
- send e-mail notification with links to uploaded documents to selected 4PM users.
Search
Document search is possible in folder and sub-folders.
- enter text in search field
- 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.
