Project files/en/

From Help.4pm
Jump to navigationJump to search

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).

More on 4PM Document management system is available here: 4PM Document management system

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 multiple 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.

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.

  • 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.

DMS folder rights.JPG

Folder settings: 10.IkonaMozicki.jpg.

Project role access rights

You can also set project role has access to tab DOCUMENTS.

  • files - access to tab DOCUMENTS yes/no
  • finance files - upload documents in finance module as attachment
  • edit folder - if a person can add new folders
  • edit access to folders - if a person can edit folder access rights
  • standard folders -
  • folder status - adding status to folder - color marks


DMS project roles settings.JPG

Uploading new 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

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.

How can I check who has accessed my document in 4PM

Find your document:

  • use search function 2.2.2.ikonaLupa.jpg,
  • or find it in a folder,
  • click document details icon 10.IkonaOko.jpg.

In a table downloads you'll find list of all downloads.

10.komentarjiDatoteke.jpg

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

Additional tips & tricks

Document management tutorial