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).

More on 4PM Document management system is available here: 4PM Document management system

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 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).

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.

Folder access rights

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.

• 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: .

Project role access rights

You can also set project role has access to tab DOCUMENTS.

• files - access to tab DOCUMENTS yes/no
• finance files - upload documents in finance module as attachment
• edit folder - if a person can add new folders
• edit access to folders - if a person can edit folder access rights
• standard folders -
• folder status - adding status to folder - color marks

Uploading new files

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

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.

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.

To see the content of a folder (list of files), click the name of the folder (bold).

Document and e-mail notifications

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).

E-mail notification can be sent to:

• are members of project team (participants)
• have access to folder with document
• are active users.

4PM automatically selects (narrows) the list of possible recipients.

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])

Change of document version in other parts of 4PM (tasks, comments)

1. click icon [file:IkonaPriponka.JPG‎]) to start attaching documents
2. in the list of folders find document you would like to change
3. click icon [file:2.2.2.ikonaSvincnik.jpg] to start editing file
4. select new file to upload
5. save the upload SAVE
6. attach link [file:4.2.9.ikonaKljukcaZelena.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.

How can I check who has accessed my document in 4PM

Find your document:

• use search function ,
• or find it in a folder,
• click document details icon .

In a table downloads you'll find list of all downloads.

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.

Additional tips & tricks

Document management tutorial