Project files/en/

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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 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.
  • New folder inherits access rights of parent folder.
  • 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.

Folder settings: 10.IkonaMozicki.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.

10.komentarjiDatoteke.jpg