Difference between revisions of "Documents/en/"

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=DOCUMENT SYSTEM=
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=DOCUMENTS=
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[[File:Documents.png|thumb]]
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4PM integrated advanced document management system supports:
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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)
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* version control and access to documents
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* version control and  
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* multi-upload of documents
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* access control to folders (view, edit, downloads, uploads)
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* e-mail notifications of new/changed documents (send a link via e-mail).
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* easy editing of folder access rights (view, edit)
−
 
+
* multi-upload of files
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== Project folders ==
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* e-mail notifications with links to file(s) (send a link via e-mail).
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* e-mail notifications with links to folders
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include:
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* file commenting
−
 
+
* moving files between folders (copy, cut, paste)
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*'''project group folders'''
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* history of file use: downloads, links by e-mail, versions
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**'''project group folders''',  
 
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***project can have flexible sub-folder structure.
 
  
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*'''NON-PROJECT FOLDERS''', folders added by users and are not connected to projects
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== Folders - structure ==
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*'''LAST CHANGES''' - all recently uploaded documents to 4PM.
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4PM includes 4 system folders:
 +
* '''FILES''' - 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.
  
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== Adding new folder  ==
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=== 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
  
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'''New folder''' is created (added):  
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=== Folder info===
 +
[[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]]
  
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#Click the icon add folder [[Image:10.IkonaDodajMapo.jpg]].
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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.
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#Enter folder name.
 
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#set access rights to documents in folder.
 
  
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*Use user groups (project roles) to select more users or
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=== Display mode of a folder ===
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*select individual users.
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[[File:Mreža2.png|thumb]] [[File:seznam.png |thumb]]
  
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#If necessary select access rights for other users.  
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The content of the selected folders (bold) appears in the central list. You can set layout mode [[File: Application_view_list.png]]:
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#save.
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# Select folder
 +
# Click '' switch layout'' [[File:Application_view_list.png]]
 +
#* list
 +
#* grid
  
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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 access rights===
 +
[[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]]
 +
#* 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.
  
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*icon '''view''' [[Image:10.IkonaOko.jpg]] - user can see documents in the folder  
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* '''NEW FOLDER''' inherits default access rights of '''parent folder.'''
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*icon '''edit''' [[Image:2.2.2.ikonaSvincnik.jpg]] - user can edit documents in folder (change version, access to previous versions, meta-data.)
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** view [[file:10.IkonaOko.jpg]] - users can see (and download) the content (files or subfolders) of folder.
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*icon ? - persons have user group rights whit different access groups.
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** 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.
  
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Folder settings: [[Image:10.IkonaMozicki.jpg]].
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===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.
  
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== Uploading new files ==
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==FILES IN DOCUMENTS==
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# to start upload click the icon [[file:10.IkonaDodajDokument.jpg]].
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=== Uploading new files ===
 +
[[File:File_upload.png|thumb]]
 +
# select folder (bold)
 +
# to start upload click [[file:10.IkonaDodajDokument.jpg]].
 
# select file (from your computer)
 
# select file (from your computer)
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[[file:10.izberiDatoteko.jpg|350px]]
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# '''multiple files''' can be uploaded (use '''ctrl''' / '''shift''') at once
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# more than 1 file at once can be uploaded (use '''ctrl''' or '''shift''').
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# uploaded filed appear as content in the selected folder
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* Users of Internet Explorer should have installed latest version of Flash plug-in [[http://www.adobe.com/software/flash/about/]].
 
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# confirm the selected files
 
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# repeat if necessary.
 
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[[file:10.dodajanjeDatotek.jpg|500px]]
 
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When you finish the document up-load, you can:
 
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# save uploaded documents or
 
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# send e-mail notification with links to uploaded documents to selected users.
 
  
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[[file:10.obvescanjeODatoteki.jpg|350px]]
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===NEW - Downloading files===
 +
* '''one click''' - select file
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* '''double click''' - start downloading file
  
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===Document and e-mail notifications===
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===NEW - Automatic versioning===
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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).
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[[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
  
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E-mail notification can be sent to:
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===NEW - Advanced features===
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* are members of project team (participants)
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You can  
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* have '''access to folder''' with document
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* '''copy''' [[File:File_copy.png]] (ctrl+c) and paste [[File:File_paste.png]] (ctrl+v) to other folder
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* are active users.
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* '''cut''' [[File:File_cut.png]] (ctrl+x) d paste [[File:File_paste.png]] (ctrl+v) to other folder  
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4PM automatically selects (narrows) the list of possible recipients.
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* '''delete''' or
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* '''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]]
  
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== Where can I upload documents  ==
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===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
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* uploaded: date and time of upload
 +
* size: file size
 +
downloads: number of downloads
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link: link (URL) to file
 +
key words: text field
  
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#tab '''DOCUMENTS''': direct upload to selected folder (use icon [file:10.IkonaDodajDokument.jpg‎])
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'''LOCK''' [[File:16-security-lock-open.png]]: user can lock file for editing (adding new version), download is sill possible.
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#'''TASKS, MILESTONES, MEETINGS''' in My 4PM, in Project, lists...
 
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##upload to field '''description''' or
 
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##upload to '''comment''' (use icon [file:IkonaPriponka.JPG‎])
 
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#'''FINANCE''' - direct upload to folder FINANCE (use icon [file:IkonaPriponka.JPG‎])
 
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#'''PORTAL''' - upload to portal section
 
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#'''COMMENTS''' - upload to text file (use icon [file:IkonaPriponka.JPG‎])
 
  
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== How can I change document (new version) ==
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===NEW - File comments===
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#Find the document you would like to change in a folder
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[[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.
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#click the icon [file:10.IkonaOko.jpg] to open document details
 
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# click button ''EDIT'' to open document for editing
 
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# '''select''' new file to upload
 
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# rename uploaded file if necessary
 
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# add key words (for document search, optional)
 
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# and select e-mail recipients (optional)
 
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# save.
 
  
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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].
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===NEW - File link===
 +
You can send one (click) or more links (ctrl, shift + click) to files by e-mail notification
 +
[[File:Email.gif]].  
  
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=== Change of document version in other parts of 4PM (tasks, comments)===
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===File history===
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# click icon [file:IkonaPriponka.JPG‎]) to start attaching documents
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[[File:File_history.png|thumb]]
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# in the list of folders find document you would like to change
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* versions (all)
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# click icon [file:2.2.2.ikonaSvincnik.jpg] to start editing file
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* downloads (click to file)
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# select new file to upload
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* sent emails (as comment or link) with sender and recipient(s)
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# save the upload '''SAVE'''
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* name history
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# attach link [file:4.2.9.ikonaKljukcaZelena.jpg]
 
  
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==Search==
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==File search==
 
Document search is possible in '''folder''' and '''sub-folders'''.  
 
Document search is possible in '''folder''' and '''sub-folders'''.  
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# enter text in search field
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# enter text in search field [[File:View.gif]]
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# click icon SEARCH or press ENTER
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# 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.
 
4PM displays a list of files that contain search text. 4PM displays only files that are in folders a user can see.
Line 112: Line 138:
 
'''TIP'''
 
'''TIP'''
 
If you do not know the location (folder) of a file, select the top folder you know and enter search text.
 
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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==Document details==
 
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Each document (file) has history details and meta data - '''icon eye''':
 
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* document history - versions - latest on top, accessible to all users, in all links to this document
 
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* document type,
 
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* user that uploaded document,
 
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* upload date,
 
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* document down-loads: who and when,
 
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* key words: use comma to separate,
 
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* text comments (not sent by e-mail),
 
−
 
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'''LOCK''': user can temporary lock file for editing (adding new version)
 
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'''MOVE''': move file from one folder to another.
 
−
 
−
[[file:10.komentarjiDatoteke.jpg|500px|]]
 
  
 
==Standard folders ==
 
==Standard folders ==

Latest revision as of 14:57, 24 May 2017

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

4PM includes 4 system folders:

  • FILES - 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

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

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
    • 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 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.

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 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

Retrieved from "https://help.4pm.si/index.php?title=Documents/en/&oldid=12179"