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:
 +
* '''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).
  
−
==Project folders and documents==
+
* access to folders Tasks, Finance, Portals depends on access rights to corresponding functionalities.
−
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:
+
''' Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.'''
−
* '''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.
+
=== Adding new folder  ===
 +
[[File:New_folder.png|thumb]]
 +
# '''select folder (bold)''' to add subfolder
 +
# Click the icon '''add folder''' [[Image:10.IkonaDodajMapo.jpg]].  
 +
# Enter folder name and confirm
  
−
''' Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.'''
+
=== Folder info===
 +
[[File: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]]
  
−
=== Folder structure ===
+
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.
−
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.
+
=== Display mode of a folder ===
−
* '''last modified''' - contains new documents (according to user access rights).
+
[[File:Mreža2.png|thumb]] [[File:seznam.png |thumb]]
  
−
=== Adding new folder===
+
The content of the selected folders (bold) appears in the central list. You can set layout mode [[File: Application_view_list.png]]:
−
'''New folder''' is created (added):
+
# Select folder
−
# Click the icon add folder [[file:10.IkonaDodajMapo.jpg]].
+
# Click '' switch layout'' [[File:Application_view_list.png]]
−
# Enter folder name.
+
#* list
−
# set access rights to documents in folder.  
+
#* grid
−
* 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===
 
===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.
+
[[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.
 +
 
 +
* '''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.
 +
 
 +
===NEW - Folder link ===
 +
[[File:Folder_link_email.png|thumb]]
 +
Each folder has a link you can:
 +
# '''copy''' (and attach it to comment)
 +
# '''send folder link by e-mail''' notification.
 +
 
 +
==FILES IN PROJECT DOCUMENTS==
 +
=== 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
 +
 
 +
===NEW - Downloading files===
 +
* '''one click''' - select file
 +
* '''double click''' - start downloading file
 +
 
 +
===NEW - Automatic versioning===
 +
[[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
  
−
* icon '''view''' [[file:10.IkonaOko.jpg]] - user can see documents in the folder
+
===NEW - Advanced features===
−
* icon '''edit''' [[file:2.2.2.ikonaSvincnik.jpg]] - user can edit documents in folder (change version, access to previous versions, meta-data.)
+
You can
−
* icon ? - persons have user group rights whit different access groups.
+
* '''copy''' [[File:File_copy.png]] (ctrl+c) and paste [[File:File_paste.png]] (ctrl+v) to other folder  
 +
* '''cut''' [[File:File_cut.png]] (ctrl+x) d paste [[File:File_paste.png]] (ctrl+v) to other folder
 +
* '''delete''' or
 +
* '''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]]
  
−
[[File:DMS_folder_rights.JPG | 400px |thumb]]
+
===File details - right side window===
 +
[[File:File_info.png|thumb]]Each file has history details and meta data [[File:Info.gif]]
 +
* renaming the file - [[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'''  [[File:16-security-lock-open.png]]: user can lock file for editing (adding new version), download is sill possible.
  
−
Folder settings: [[file:10.IkonaMozicki.jpg]].
+
===NEW - File comments===
 +
[[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.
  
−
=== Project role access rights===
+
===NEW - File link===
−
[[File:DMS_project_roles_settings.JPG|600px|thumb]]
+
You can send one (click) or more links (ctrl, shift + click) to files by e-mail notification
 +
[[File: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:File_history.png|thumb]]
 +
* 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'''.
 +
# enter text in search field [[File:View.gif]]
 +
# 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.
 +
 
 +
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 |350px]]
  
−
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 ==
 
−
[[File:New_file1.JPG|400px|thumb]]
 
  
−
# to start upload click the icon [[file:10.IkonaDodajDokument.jpg]].
 
−
# 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 [[http://www.adobe.com/software/flash/about/]].
 
−
# 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.
 
−
[[file:New_file1_notify.JPG|400px|thumb]]
 
  
−
To see the content of a folder (list of files), click the name of the folder (bold).
+
=PROJECT DOCUMENTS=
−
[[File:Project_folder_content.JPG|350px|thumb]]
 
  
−
===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  ==
 
== Where can I upload documents  ==

Revision as of 13:57, 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

File:File: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 IN PROJECT DOCUMENTS

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.

DMS standard folders.JPG



PROJECT DOCUMENTS

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

Document deatils.JPG

Find your document:

  • use search function 2.2.2.ikonaLupa.jpg,
  • or find it in a folder,
  • click document details icon 10.IkonaOko.jpg.

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.

DMS standard folders.JPG

Additional tips & tricks

Document management tutorial

Retrieved from "https://help.4pm.si/index.php?title=Project_files/en/&oldid=12175"