Documents/en/

DOCUMENTS

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

4PM includes 4 system folders:

• DOCUMENTS - folder independent from the projects. Flexible user access rights (see, edit)
• PROJECTS - system folder that with subfolders structure by PROJECT GROUPS / PROJECTS. Each project has its own folder
• PROJECT ARCHIVE - System folder with all closed projects by structure PROJECT GROUPS / PROJECTS
• LAST CHANGES - System folder, which summarizes the latest updatedE file. The view depends on user access rights.

Adding new folder

1. select folder (bold) to add subfolder
2. Click the icon add folder .
3. Enter folder name and confirm

Folder info

Click to open:

• folder info
• folder history - and
• set user access rights

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

The content of the selected folders (bold) appears in the central list. You can set layout mode :

1. Select folder
2. Click switch layout
   • list
   • grid

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: .

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 users.

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])

How can I change document (new version)

1. Find the document you would like to change in a folder
2. click the icon [file:10.IkonaOko.jpg] to open document details
3. click button EDIT to open document for editing
4. select new file to upload
5. rename uploaded file if necessary
6. add key words (for document search, optional)
7. and select e-mail recipients (optional)
8. save.

New file replaces previous version in all links that the document is linked. Link to previous version is available in document details [file:10.IkonaDodajDokument.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.