Difference between revisions of "Project files/en/"

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To see the content of a folder (list of files), click the name of the folder (bold).
 
To see the content of a folder (list of files), click the name of the folder (bold).
 
[[file:10.datotekeNaProjektu.jpg|500px]]
 
[[file:10.datotekeNaProjektu.jpg|500px]]
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=DOCUMENTS=
 
−
 
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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.
 
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* '''Finance''' - documents added to cost and income entries.
 
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* '''Portals''' - documents added to project portal.
 
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* '''Last changes''' - last documents added or changed in a folder and its sub-folders (according to user access rights).
 
−
 
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* access to folders Tasks, Finance, Portals depends on access rights to corresponding functionalities.
 
−
 
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''' Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.'''
 
−
 
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=== Folder structure ===
 
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The document management system is organized into project folders:
 
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* project '''groups''' folders
 
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** folders for each '''project'''
 
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*** structure of folders and sub-folders for each project.
 
−
 
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* '''non-project folders''' - folders that are not related to projects.
 
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* '''last modified''' - contains new documents (according to user access rights).
 
−
 
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== Adding new folder==
 
−
 
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'''New folder''' is created (added):
 
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# Click the icon add folder [[file:10.IkonaDodajMapo.jpg]].
 
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# Enter folder name.
 
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# 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.
 
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# save.
 
−
 
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* '''New folder inherits access rights of parent folder.'''
 
−
 
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* icon '''view''' [[file:10.IkonaOko.jpg]] - user can see documents in the folder
 
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* icon '''edit''' [[file:2.2.2.ikonaSvincnik.jpg]] - user can edit documents in folder (change version, access to previous versions, meta-data.)
 
−
* icon ? - persons have user group rights whit different access groups.
 
−
 
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Folder settings: [[file:10.IkonaMozicki.jpg]].
 
−
 
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== Adding files ==
 
−
# to start upload click the icon [[file:10.IkonaDodajDokument.jpg]].
 
−
# select file (from your computer)
 
−
[[file:10.izberiDatoteko.jpg|350px]]
 
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# 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.
 
−
[[file:10.dodajanjeDatotek.jpg|500px]]
 
−
 
−
 
−
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:10.obvescanjeODatoteki.jpg|350px]]
 
−
 
−
To see the content of a folder (list of files), click the name of the folder (bold).
 
−
[[file:10.datotekeNaProjektu.jpg|500px]]
 
−
 
−
==Search==
 
−
Document search is possible in '''folder''' and '''sub-folders'''.
 
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# enter text in search field
 
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# click icon SEARCH or press ENTER
 
−
 
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4PM displays a list of files that contain search text. 4PM displays only files that are in folders a user can see.
 
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Search uses:
 
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* text content (Word, Excel, pdf)
 
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* document name
 
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* key words
 
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* up-load date.
 
−
 
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TIP:
 
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If you do not know the location (folder) of a file, select the top folder you know and enter search text.
 
−
 
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==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,
 
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* velikost dokumenta,
 
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* kdo je naložil dokument,
 
−
* kdaj je naložil dokument,
 
−
* kdo je dostopal do dokumenta (prenosi),
 
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* Ključne besede: ločimo z vejico,
 
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* Besedilni komentarji k dokumentom,
 
−
 
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Gumb '''ZAKLENI''': uporabnik lahko začasno zapre urejanje dokumenta (dodajanje nove verzije).
 
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Gum '''PREMAKNI''': premikanje datotek med posameznimi mapami znotraj projekta.
 
−
 
−
[[file:10.komentarjiDatoteke.jpg|500px|]]
 
−
 
−
==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.
 
−
 
−
[[file:10.komentarjiDatoteke.jpg|500px|]]
 

Revision as of 14:31, 26 June 2013

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 10.IkonaDodajMapo.jpg.
  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 10.IkonaOko.jpg - user can see documents in the folder
  • icon edit 2.2.2.ikonaSvincnik.jpg - 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: 10.IkonaMozicki.jpg.

Uploading files

  1. to start upload click the icon 10.IkonaDodajDokument.jpg.
  2. select file (from your computer)

10.izberiDatoteko.jpg

  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.

10.dodajanjeDatotek.jpg

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.

10.obvescanjeODatoteki.jpg

To see the content of a folder (list of files), click the name of the folder (bold). 10.datotekeNaProjektu.jpg

Retrieved from "https://help.4pm.si/index.php?title=Project_files/en/&oldid=5480"