Difference between revisions of "Project files/en/"

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=PROJECT DOCUMENTS=
 
=PROJECT DOCUMENTS=
−
4PM integrated advanced document management system supports:
+
[[File:Documents.png|thumb]]
 +
4PM document management system supports:
 
* arranged documents in project folders and sub-folders
 
* 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)
 
* advanced search options for the documents (by content, title, date of publication)
−
* version control and access to documents
+
* version control and  
−
* multi-upload of documents
+
* access control to folders (view, edit, downloads, uploads)
−
* e-mail notifications of new/changed documents (send a link via e-mail).
+
* 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
  
−
More on 4PM Document management system is available here: [http://www.4pm.si/features/2011121120361983/ 4PM Document management system]
+
== Folders - structure ==
−
 
+
Each project folder has 4 sub-folders by default settings:
−
==Project folders and documents==
+
* '''TASKS''' - all documents added to task or project comments and description fields.
−
4PM includes several entry points for document up-load. The user selects the one corresponding to his level of rights or needs.
+
* '''FINANCE''' - documents added to cost and income entries.
−
 
+
* '''PORTALS''' - documents added to project portal.
−
Each project has 4 sub-folders by default settings:
+
* '''LAST CHANGES''' - last documents added or changed in a folder and its sub-folders (according to user access rights).
−
* '''Tasks''' - all documents added to task or project comments and description fields.
 
−
* '''Finance''' - documents added to cost and income entries.
 
−
* '''Portals''' - documents added to project portal.
 
−
* '''Last changes''' - last documents added or changed in a folder and its sub-folders (according to user access rights).
 
  
 
* access to folders Tasks, Finance, Portals depends on access rights to corresponding functionalities.
 
* access to folders Tasks, Finance, Portals depends on access rights to corresponding functionalities.
Line 23: Line 25:
 
''' 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.'''
  
−
=== Folder structure ===
+
=== Adding new folder  ===
−
The document management system is organized into project folders:
+
[[File:New_folder.png|thumb]]
−
* project '''groups''' folders
+
# '''select folder (bold)''' to add subfolder
−
** folders for each '''project'''
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# Click the icon '''add folder''' [[Image:10.IkonaDodajMapo.jpg]].
−
*** structure of folders and multiple sub-folders for each project.
+
# Enter folder name and confirm
  
−
* '''non-project folders''' - folders that are not related to projects.
+
=== Folder info===
−
* '''last modified''' - contains new documents (according to user access rights).
+
[[File:New_folder_info.png|thumb]]
 +
Click [[File:Info.gif]] to open:
 +
* folder info [[file:Info_ikona.PNG]]
 +
* folder history - [[File:Zgodovina_ikona.PNG]] and
 +
* set user access rights [[File:Pravice_ikona.PNG]]
  
−
=== Adding new folder===
+
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.
−
'''New folder''' is created (added):
 
−
# Click the icon add folder [[file:10.IkonaDodajMapo.jpg]].
 
−
# 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.
 
  
−
===Folder access rights===
+
=== Display mode of a folder ===
−
Each folder can have sub-folders. When you add '''new sub-folder''' it inherits access rights of parental folder. Access rights of sub-folder can be modified by project role or by person.
+
[[File:Mreža2.png|thumb]] [[File:seznam.png |thumb]]
  
−
* icon '''view''' [[file:10.IkonaOko.jpg]] - user can see documents in the folder
+
The content of the selected folders (bold) appears in the central list. You can set layout mode [[File: Application_view_list.png]]:
−
* icon '''edit''' [[file:2.2.2.ikonaSvincnik.jpg]] - user can edit documents in folder (change version, access to previous versions, meta-data.)
+
# Select folder
−
* icon ? - persons have user group rights whit different access groups.
+
# Click '' switch layout'' [[File:Application_view_list.png]]
 +
#* list
 +
#* grid
  
−
[[File:DMS_folder_rights.JPG | 400px]]
+
===Folder access rights===
 +
[[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]] or by project role (dropdown list)
 +
#* 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.
  
−
Folder settings: [[file:10.IkonaMozicki.jpg]].
+
* '''NEW FOLDER''' inherits default access rights of '''parent folder.'''
 +
** view [[file:10.IkonaOko.jpg]] - users can see (and download) the content (files or subfolders) of folder.
 +
** 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.
  
−
=== Project role access rights===
+
===NEW - Folder link ===
−
You can also set '''project role has access''' to tab '''DOCUMENTS'''.
+
[[File:Folder_link_email.png|thumb]]
−
* files - access to tab DOCUMENTS yes/no
+
Each folder has a link you can:
−
* finance files - upload documents in finance module as attachment
+
# '''copy''' (and attach it to comment)
−
* edit folder - if a person can add new folders
+
# '''send folder link by e-mail''' notification.
−
* edit access to folders - if a person can edit folder access rights
 
−
* standard folders -
 
−
* folder status - adding status to folder - color marks
 
  
 +
==FILES ==
 +
=== Uploading new files ===
 +
[[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
  
−
[[File:DMS_project_roles_settings.JPG]]
+
===NEW - Downloading files===
 +
* '''one click''' - select file
 +
* '''double click''' - start downloading file
  
−
== Uploading new files ==
+
===NEW - Automatic versioning===
−
[[File:New_file1.JPG|400px|thumb]]
+
[[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
 +
* override old file with the new version (automatic versioning) or
 +
* rename and load it or them as new file
  
−
# to start upload click the icon [[file:10.IkonaDodajDokument.jpg]].
+
===NEW - Advanced features===
−
# select file (from your computer)
+
You can
−
# more than 1 file at once can be uploaded (use '''ctrl''' or '''shift''').  
+
* '''copy''' [[File:File_copy.png]] (ctrl+c) and paste [[File:File_paste.png]] (ctrl+v) to other folder
−
* Users of Internet Explorer should have installed latest version of Flash plug-in [[http://www.adobe.com/software/flash/about/]].
+
* '''cut''' [[File:File_cut.png]] (ctrl+x) d paste [[File:File_paste.png]] (ctrl+v) to other folder
−
# confirm the selected files
+
* '''delete''' or
−
# repeat if necessary.
+
* '''send document link by e-mail''' [[File: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''' [[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]]
  
−
When you finish the document up-load, you can:
+
===File details - right side window===
−
# '''save''' uploaded documents or
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[[File:File_info.png|thumb]]Each file has history details and meta data [[File:Info.gif]]
−
# send '''e-mail notification''' with links to uploaded documents to selected 4PM users.
+
* renaming the file - [[File:2.2.2.ikonaSvincnik.jpg]]
−
[[file:New_file1_notify.JPG|400px|thumb]]
+
* 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''' [[File:16-security-lock-open.png]]: user can lock file for editing (adding new version), download is sill possible.
  
−
To see the content of a folder (list of files), click the name of the folder (bold).
+
===NEW - File comments===
−
[[File:Project_folder_content.JPG|350px|thumb]]
+
[[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.
  
−
===Document and e-mail notifications===
+
===NEW - File link===
−
Once document is up-loaded you can send e-mail notification with direct link to the document. User can open the document by following the link and entering access data to 4PM (user name and password).
+
You can send one (click) or more links (ctrl, shift + click) to files by e-mail notification
 +
[[File:Email.gif]].  
  
−
E-mail notification can be sent to:
+
===E-mail notification ===
−
* are members of project team (participants)
+
* to members of project team
 
* have '''access to folder''' with document
 
* have '''access to folder''' with document
−
* are active users.
+
* are active users (normal, guest or admin access)
−
4PM automatically selects (narrows) the list of possible recipients.
 
−
 
 
−
== Where can I upload documents  ==
 
  
−
#tab '''DOCUMENTS''': direct upload to selected folder (use icon [file:10.IkonaDodajDokument.jpg‎])
 
−
#'''TASKS, MILESTONES, MEETINGS''' in My 4PM, in Project, lists...
 
−
##upload to field '''description''' or
 
−
##upload to '''comment''' (use icon [file:IkonaPriponka.JPG‎])
 
−
#'''FINANCE''' - direct upload to folder FINANCE (use icon [file:IkonaPriponka.JPG‎])
 
−
#'''PORTAL''' - upload to portal section
 
−
#'''COMMENTS''' - upload to text file (use icon [file:IkonaPriponka.JPG‎])
 
  
−
== Change of document version in other parts of 4PM (tasks, comments)==
+
===File history===
−
# click icon [file:IkonaPriponka.JPG‎]) to start attaching documents
+
[[File:File_history.png|thumb]]
−
# in the list of folders find document you would like to change
+
* versions (all)
−
# click icon [file:2.2.2.ikonaSvincnik.jpg] to start editing file
+
* downloads (click to file)
−
# select new file to upload
+
* sent emails (as comment or link) with sender and recipient(s)
−
# save the upload '''SAVE'''
+
* name history
−
# attach link [file:4.2.9.ikonaKljukcaZelena.jpg]
 
  
−
==Search==
+
==File search==
 
Document search is possible in '''folder''' and '''sub-folders'''.  
 
Document search is possible in '''folder''' and '''sub-folders'''.  
−
# enter text in search field
+
# enter text in search field [[File:View.gif]]
−
# click icon SEARCH or press ENTER
+
# 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.
 
4PM displays a list of files that contain search text. 4PM displays only files that are in folders a user can see.
Line 123: Line 145:
 
* up-load date.
 
* up-load date.
  
−
TIP:
+
'''TIP'''
 
If you do not know the location (folder) of a file, select the top folder you know and enter search text.
 
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.
 
−
 
−
===How can I check who has accessed my document in 4PM===
 
−
[[File:Document_deatils.JPG|500px|thumb]]
 
−
 
−
Find your document:
 
−
* use search function [[File:2.2.2.ikonaLupa.jpg]],
 
−
* or find it in a folder,
 
−
* click document details icon [[File:10.IkonaOko.jpg]].
 
−
In a table '''downloads''' you'll find list of all downloads.
 
  
 
==Standard folders ==
 
==Standard folders ==
−
You can edit standard folders in tab DOCUMENTS / STANDARD FOLDERS
+
You can edit standard project folders in tab DOCUMENTS / STANDARD FOLDERS
 
* click + ADD to add standard folder
 
* click + ADD to add standard folder
 
* enter folder name
 
* enter folder name
Line 159: Line 159:
  
 
Only admin user can edit standard folders. Users cannot rename subfolders, they can add sub-folders and upload documents.
 
Only admin user can edit standard folders. Users cannot rename subfolders, they can add sub-folders and upload documents.
 +
[[File:DMS_standard_folders.JPG |thumb]
  
−
[[File:DMS_standard_folders.JPG |350px]]
+
== Where can I upload documents  ==
−
 
+
#tab '''DOCUMENTS''': direct upload to selected folder (use icon [file:10.IkonaDodajDokument.jpg‎])
−
==Additional tips & tricks==
+
#'''TASKS, MILESTONES, MEETINGS''' in My 4PM, in Project, lists...
−
[http://4pm.si/eng/support/tips_and_tricks/2014103016114987/Document%20management%20-%20tutorial/  Document management tutorial]
+
##upload to field '''description''' or
 +
##upload to '''comment''' (use icon [file:IkonaPriponka.JPG‎])
 +
#'''FINANCE''' - direct upload to folder FINANCE (use icon [file:IkonaPriponka.JPG‎])
 +
#'''PORTAL''' - upload to portal section
 +
#'''COMMENTS''' - upload to text file (use icon [file:IkonaPriponka.JPG‎])

Latest revision as of 14:08, 24 May 2017

PROJECT 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

Each project folder has 4 sub-folders by default settings:

  • TASKS - all documents added to task or project comments and description fields.
  • FINANCE - documents added to cost and income entries.
  • PORTALS - documents added to project portal.
  • LAST CHANGES - last documents added or changed in a folder and its sub-folders (according to user access rights).
  • access to folders Tasks, Finance, Portals depends on access rights to corresponding functionalities.

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

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 or by project role (dropdown list)
    • 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

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.

E-mail notification

  • to members of project team
  • have access to folder with document
  • are active users (normal, guest or admin access)


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 project 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. [[File:DMS_standard_folders.JPG |thumb]

Where can I upload documents

  1. tab DOCUMENTS: direct upload to selected folder (use icon [file:10.IkonaDodajDokument.jpg‎])
  2. TASKS, MILESTONES, MEETINGS in My 4PM, in Project, lists...
    1. upload to field description or
    2. upload to comment (use icon [file:IkonaPriponka.JPG‎])
  3. FINANCE - direct upload to folder FINANCE (use icon [file:IkonaPriponka.JPG‎])
  4. PORTAL - upload to portal section
  5. COMMENTS - upload to text file (use icon [file:IkonaPriponka.JPG‎])
Retrieved from "https://help.4pm.si/index.php?title=Project_files/en/&oldid=12199"