Documents/en/

DOCUMENT SYSTEM

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

include:

• project group folders
  • project group folders,
    • project can have flexible sub-folder structure.

• NON-PROJECT FOLDERS, folders added by users and are not connected to projects
• LAST CHANGES - all recently uploaded documents to 4PM.

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.

Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.

• 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.

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])

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.