Difference between revisions of "Documents/en/"

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=DOCUMENTS=
 
=DOCUMENTS=
 +
[[File:Documents.png|thumb]]
 
4PM document management system supports:
 
4PM document management system supports:
 
* arranged documents in project folders and sub-folders
 
* arranged documents in project folders and sub-folders
Line 15: Line 16:
 
== Folders - structure ==
 
== Folders - structure ==
 
4PM includes 4 system folders:
 
4PM includes 4 system folders:
−
 
+
* '''FILES''' - folder independent from the projects. Flexible user access rights (see, edit)  
−
* '''DOCUMENTS''' - 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  
 
* '''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
 
* '''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.
 
* '''LAST CHANGES''' - System folder, which summarizes the latest updatedE file. The view depends on user access rights.
  
−
== Adding new folder  ==
+
=== Adding new folder  ===
 +
[[File:New_folder.png|thumb]]
 
# '''select folder (bold)''' to add subfolder  
 
# '''select folder (bold)''' to add subfolder  
 
# Click the icon '''add folder''' [[Image:10.IkonaDodajMapo.jpg]].  
 
# Click the icon '''add folder''' [[Image:10.IkonaDodajMapo.jpg]].  
 
# Enter folder name and confirm
 
# Enter folder name and confirm
  
−
== Folder info==
+
=== Folder info===
 +
[[File:New_folder_info.png|thumb]]
 
Click [[File:Info.gif]] to open:
 
Click [[File:Info.gif]] to open:
 
* folder info [[file:Info_ikona.PNG]]
 
* folder info [[file:Info_ikona.PNG]]
Line 35: Line 37:
  
 
=== Display mode of a folder ===
 
=== Display mode of a folder ===
 +
[[File:Mreža2.png|thumb]] [[File:seznam.png |thumb]]
 +
 
The content of the selected folders (bold) appears in the central list. You can set layout mode [[File: Application_view_list.png]]:
 
The content of the selected folders (bold) appears in the central list. You can set layout mode [[File: Application_view_list.png]]:
 
# Select folder
 
# Select folder
Line 40: Line 44:
 
#* list
 
#* list
 
#* grid
 
#* grid
−
 
−
 
  
 
===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]]
 +
#* 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.
  
−
* icon '''view''' [[file:10.IkonaOko.jpg]] - user can see documents in the folder
+
* '''NEW FOLDER''' inherits default access rights of '''parent folder.'''
−
* icon '''edit''' [[file:2.2.2.ikonaSvincnik.jpg]] - user can edit documents in folder (change version, access to previous versions, meta-data.)
+
** view [[file:10.IkonaOko.jpg]] - users can see (and download) the content (files or subfolders) of folder.
−
* icon ? - persons have user group rights whit different access groups.
+
** 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.
  
−
[[File:DMS_folder_rights.JPG | 400px]]
+
===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.
  
−
Folder settings: [[file:10.IkonaMozicki.jpg]].
+
==FILES IN DOCUMENTS==
−
 
+
=== Uploading new files ===
−
== Uploading new files ==
+
[[File:File_upload.png|thumb]]
−
# to start upload click the icon [[file:10.IkonaDodajDokument.jpg]].
+
# select folder (bold)
 +
# to start upload click [[file:10.IkonaDodajDokument.jpg]].
 
# select file (from your computer)
 
# select file (from your computer)
−
[[file:10.izberiDatoteko.jpg|350px]]
+
# '''multiple files''' can be uploaded (use '''ctrl''' / '''shift''') at once
−
# more than 1 file at once can be uploaded (use '''ctrl''' or '''shift''').
+
# uploaded filed appear as content in the selected folder
−
* 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:
+
===NEW - Downloading files===
−
# save uploaded documents or
+
* '''one click''' - select file
−
# send e-mail notification with links to uploaded documents to selected users.
+
* '''double click''' - start downloading file
  
−
[[file:10.obvescanjeODatoteki.jpg|350px]]
+
===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
  
−
===Document and e-mail notifications===
+
===NEW - Advanced features===
−
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).
+
You can  
 +
* '''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]]
  
−
E-mail notification can be sent to:
+
===File details - right side window===
−
* are members of project team (participants)
+
[[File:File_info.png|thumb]]Each file has history details and meta data [[File:Info.gif]]
−
* have '''access to folder''' with document
+
* renaming the file - [[File:2.2.2.ikonaSvincnik.jpg]]
−
* are active users.
+
* uploaded by: user
−
4PM automatically selects (narrows) the list of possible recipients.
+
* 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
  
−
== Where can I upload documents  ==
+
'''LOCK'''  [[File:16-security-lock-open.png]]: user can lock file for editing (adding new version), download is sill possible.
  
−
#tab '''DOCUMENTS''': direct upload to selected folder (use icon [file:10.IkonaDodajDokument.jpg‎])
+
===NEW - File comments===
−
#'''TASKS, MILESTONES, MEETINGS''' in My 4PM, in Project, lists...
+
[[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.
−
##upload to field '''description''' or
 
−
##upload to '''comment''' (use icon [file:IkonaPriponka.JPG‎])
 
−
#'''FINANCE''' - direct upload to folder FINANCE (use icon [file:IkonaPriponka.JPG‎])
 
−
#'''PORTAL''' - upload to portal section
 
−
#'''COMMENTS''' - upload to text file (use icon [file:IkonaPriponka.JPG‎])
 
  
−
== How can I change document (new version) ==
+
===NEW - File link===
−
#Find the document you would like to change in a folder
+
You can send one (click) or more links (ctrl, shift + click) to files by e-mail notification
−
#click the icon [file:10.IkonaOko.jpg] to open document details
+
[[File:Email.gif]].  
−
# click button ''EDIT'' to open document for editing
 
−
# '''select''' new file to upload
 
−
# rename uploaded file if necessary
 
−
# add key words (for document search, optional)
 
−
# and select e-mail recipients (optional)
 
−
# save.
 
  
−
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].
+
===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
  
−
=== Change of document version in other parts of 4PM (tasks, comments)===
+
==File search==
−
# click icon [file:IkonaPriponka.JPG‎]) to start attaching documents
 
−
# in the list of folders find document you would like to change
 
−
# click icon [file:2.2.2.ikonaSvincnik.jpg] to start editing file
 
−
# select new file to upload
 
−
# save the upload '''SAVE'''
 
−
# attach link [file:4.2.9.ikonaKljukcaZelena.jpg]
 
−
 
 
−
==Search==
 
 
Document search is possible in '''folder''' and '''sub-folders'''.  
 
Document search is possible in '''folder''' and '''sub-folders'''.  
−
# enter text in search field
+
# enter text in search field [[File:View.gif]]
−
# click icon SEARCH or press ENTER
+
# 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 124: 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.
−
 
−
==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.
 
−
 
−
[[file:10.komentarjiDatoteke.jpg|500px|]]
 
−
 
−
===How can I check who has accessed my document in 4PM===
 
−
Find your document:
 
−
* use search function [[File:2.2.2.ikonaLupa.jpg]],
 
−
* or find it in a folder,
 
−
* click document details icon [[File:10.IkonaOko.jpg]].
 
−
In a table '''downloads''' you'll find list of all downloads.
 
−
 
−
[[file:10.komentarjiDatoteke.jpg|350px]]
 
  
 
==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"