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).

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 .
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 - 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 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).