Project files/en/

DOCUMENTS

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 and documents

4PM includes several entry points for document up-load. The user selects the one corresponding to his level of rights or needs.

Each project 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.

Folder structure

The document management system is organized into project folders:

• project groups folders
  • folders for each project
    • structure of folders and 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).

Adding new folder

New folder is created (added):

1. Click the icon add folder .
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.

• New folder inherits access rights of parent folder.

• 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: .

ADDing files

1. to start upload click the icon

.

1. 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]].

Če imamo nameščen Flash plug-in v brskalniku, lahko nalagamo več dokumentov hkrati (pri izbiranju uporabimo gumb ctrl ali shift), in potrdimo z gumbom odpri. Postopek po potrebi ponovimo.

Ko končamo z nalaganjem dokumentov, lahko izberemo, komu (kateri skupini uporabnikov) želimo poslati povezavo do novega (novih) dokumentov. Dokumente lahko shranimo in ne obvestimo nikogar (ne odkljukamo nobenega uporabnika).

Dokumenti, ki so v posamezni mapi (ime mape je poudarjeno), se prikažejo v seznamu datotek.

Iskanje dokumentov

Iskanje dokumentov je mogoče v posamezni mapi ali njenih podmapah. V iskalno polje vpišete iskalni pojem in kliknete ikono IŠČI: v seznamu se izpišejo dokumenti, ki jih uporabnik lahko vidi in ustrezajo iskanemu pogoju.

Iskalnik išče po:

• Vsebini tekstovnih dokumentov (word, Excel, PDF)
• Po nazivu dokumenta
• Po ključnih besedah
• Po datumu nalaganja

Iskalnik išče po vseh dokumentih v mapi in podmapah.

Namig: Če ne vemo, kje se iskani dokument nahaja, se postavimo na najvišjo (projektno) mapo in vpišemo iskani pojem.

Podrobnosti dokumentov

Podrobnosti o dokumentih (metapodatki) so dosegljivi pri posameznem dokumentu, pod ikono OČESA. Pregledujete lahko:

• zgodovino dokumenta - verzije – najnovejša je na vrhu, vidna je vsem uporabnikom,
• velikost dokumenta,
• kdo je naložil dokument,
• kdaj je naložil dokument,
• kdo je dostopal do dokumenta (prenosi),
• Ključne besede: ločimo z vejico,
• Besedilni komentarji k dokumentom,

Gumb ZAKLENI: uporabnik lahko začasno zapre urejanje dokumenta (dodajanje nove verzije). Gum PREMAKNI: premikanje datotek med posameznimi mapami znotraj projekta.