User Guide
Document Management
Document tab contains project related documents. A document is a file that
contains information that the user can view. So, document tab keeps files organized in a
repository for easy access. It enables in sharing files with the Team Members by
storing any kind of document and allowing access to the documents. Team Members can
view that document by downloading and can edit that document by checking out that document,
then check in the edited document.
You can upload new document by clicking New Document action. While adding new
document you have to furnish following details (see Figure: 11.4).
Upload a document which is more than 5M you will get the following message “You can not
upload documents which are more than 5M in size.”.
File Title is the name given by you to the uploaded file.
In Choose a file to upload field you have Browsebutton, you have to select
a file by clicking Browse button.
The Status is Draft or Final, if it is a Draft then the file is the
initial copy. If it is Final then the file or document has a complete information.
Read, Write and Delete Permissions
-
If you disable all three permissions by unchecking check boxes, then the file permission
becomes Access denied, then that file is not visible to you. -
If you enable only Read permission, then you can read the file by downloading
that file. Only Download button is visible for you. -
If you enable Write permission then you can check out, modify that file and then
you can check in that modified file. Download, and Check Out
buttons are visible to you. -
If you enable Delete permission then you can delete that file by clicking
Delete Document button which is visible to you.
Document” of “Edit” section of chapter on “Document Management”.
In Owner Permissions you have Read, Write and Delete Permissions.
You can enable or disable these permissions by checking and unchecking the respective check
boxes.
In Team Permissions you have Read, Write and Delete Permissions. You
can enable or disable these permissions by checking and unchecking the respective check boxes.
In Description you can write about the document you are uploading.
Active or Draft projects and Team Members can add or edit documents only
for Active projects.
Steps to add a new document :
- Click Documents tab
-
Select project from the Project drop down in which you want to add document
(see Figure: 11.1) - Click New Document action available in action bar.
-
If the project which you have selected is an archived or a deleted project then you will
get the corresponding message (see Figure: 11.2). -
If you have selected All Projects option in Project drop down then you
will get a page to select the project when you click New Document
(see Figure: 11.3.jpg). Select project from the drop down and click Save & Close
. - Add File Title.
-
Click Browse button , you will get a file browser. Select the required file
you want to upload then click appropriate button (see Figure: 11.4). If you want to cancel
the selection of a file then click Cancel button. Alternatively you can also
type in the Choose a file to upload field by typing in the path of the file you want
to upload. - Select the status of the file from the Status drop down list.
-
Set the Owner Permissions by checking or unchecking the check boxes
(see Figure: 11.5). -
Set the Team Permissions by checking or unchecking the check boxes
(see Figure: 11.5). - Fill in the Description field.
- Click Cancel button, if you want to cancel the upload.
- Click Reset button to reset all the fields.
- Click Uploadbutton to upload the document to the repository.
Figure: 11.1 Drop down list of projects to select.
Figure: 11.2 Message for Archieved or Deleted project.
Figure: 11.3 Page to select a project.
Figure: 11.4 Uploading a file.
Figure: 11.5 Check Boxes for Owner and Team Permissions.
here.
To view the document, first you have to go to List Documents. When you first enter
into Document tab by clicking Documents, you will see list of
documents filtered based on projects to which you are a Member. To view all uploaded
documents in all the projects you have to select All Projects option from the
< b>Project drop down (see Figure: 11.6). You can also list the documents based on other
filters provided in the document tab. In List Documents you have following fields
which describes every document (see Figure: 11.7). You will get following message when there are
no documents.“There are no documents in this project library. Click here to upload a new
document.”.
- # denotes document number, it is auto generated.
- Title is the name given by you to the uploaded document.
- Latest File Name is the original name of the file you uploaded.
- Latest File Type shows the file type i.e JPEG image, TEXT file etc.
- Size is the actual size of the file.
- Latest Version is the current version of the file checked in.
- Owner is the one who uploads the Document.
- Date is the date when the file was created or uploaded.
Figure: 11.6 Documents list when ALL Projects selected.
Figure: 11.7 Fields under the list document.
If the number of documents to display are more than the value set for Num of records per
page field in Preferences tab, then each page will show number of documents
equal to the value you have set. To navigate between list pages, select the page number in the
Page No. drop down list available in the filter bar (see Figure: 11.8.jpg) which will get
displayed only when the number of uploaded documents to display are more than the value set in
the Preferences tab.
section of chapter on “Preferences”.
Figure: 11.8 Selecting page number.
If you see a yellow colored lock icon (see Figure: 11.9) in first column of the document in
list page then that indicates the document is checked out and not yet checked in.
sub section “Edit Document” in “Edit” section of this chapter.
Figure: 11.9 Lock icon for Checked out document.
Once the Document is uploaded, you can view that document’s settings. You can see the following
fields when you click a document when you are in list page (see Figure: 11.10)
- Title is the name given by you while uploading the document.
- Latest File Name is the actual name of the file which is recently checked in.
-
Latest File Type is the file type which is recently checked in for example
JPEG, PDF etc. - Size is the actual size of the file which is recently checked in.
-
Initially when the file was uploaded the Latest Version will be 1.0. Every time when
you checked out, modified and checked in, the file version will changed in the increasing order
like 1.1 for first check in, 1.2 for second check in etc. - Created Date is the date when the Owner uploaded the file for the first time.
-
Modified Date is the date when the document was recently modified by editing settings
or by checked in new version. -
When the document is checked out and not yet checked in, then the Lock Status will
be Checked out else Not checked out. -
Checked out by shows the person who recently checked out the document but not yet
checked in. This field is visible only when the Lock Status is Checked out. -
Checked out on is the date when the document is checked out and not yet checked in.
This field is visible only when the Lock Status is Checked out. -
In Description you can see the description about the document, added in edit mode by
clicking on Edit Settings button. -
Owner Shows the Owner of the document. You can change the Owner of the
document when you are in edit mode by clicking on Edit Settings button. -
Status is the current status of the document, you can change this when you are in
edit mode. -
Owner Permissions can be Read Only, Write Only, Delete Only,
Access denied, Read-Write, Read-Delete, Write-Delete and
Read-Write-Delete. This is based on the permissions set by you during edit mode by
checking and unchecking check boxes. -
Team Permissions can be Read Only, Write Only, Delete Only,
Access denied, Read-Write, Read-Delete, Write-Delete and
Read-Write-Delete. This is based on the permissions set by you during edit mode by
checking and unchecking check boxes. -
Document Versions shows all versions of the documents, like version 1.0
, version 1.1 , etc. you can download the required version of the document
by clicking on that version. For example if you want to download document with version 1.1,
then click version 1.1then it shows the screen to select the path do download.
Figure: 11.10 Document settings page.
The following People can see the document settings.
- Team Member, if the Team Permissions are not Access denied.
- Document Owner, If the Owner Permissions are not Access denied.
- Project Owner of a project to which the document belongs to.
- Administrator.
-
Edit Settings button is visible to Document Owner, Project Owner
and Admin in all cases. -
Download button is visible when Read and Write permissions are
enabled. - Check Out button is visible when Write permission is enabled.
-
Check In button is visible to the Person who checked out the document
and not yet checked in. - Delete button is visible when Delete permissions are enabled.
-
Undo Check Out button is visible to the Person who checked out,
Document Owner, Project Owner and Admin, when the document is checked out.
You can view the contents of the document by downloading that document. Once document is
downloaded to local machine you can view the contents of that document, but you cannot upload that
document again.
Team Members can download the documents for reading purpose. If they want to modify that
document then they have to Check Out that document, modify and then Check In
. Team Members can download document if the Read permission is enabled in
Team Permissions of document settings.
section Edit Document in Editing Document and Document Settings section of this chapter.
Steps to download latest version of the document:
- Click List Documents.
- Click the document you want to download.
- Click Download button (see Figure: 11.11).
- Select the path from the popped up browser, where the document should be downloaded.
- Click the appropriate button to download the document to your local machine.
Figure: 11.11 Download Page.
Steps to download the required version of the document :
- Click List Documents action available in action bar.
- Click the document you want to download.
-
In Document Versions you can see the list of versions like Version 1.0
, Version 1.1 etc. -
Click the required version for example if you click Version 1.1 then you can
download document with version 1.1. - Select the path from the popped up browser, where the document should be downloaded.
- Click the appropriate button to download the document to your local machine.
For every operation done in Documents tab a corresponding log will be generated and
it is shown in Document History. Document History is helpful to see the changes done
to document since that document was uploaded.
Following are the fields in Document History (see Figure: 11.12):
- Log Date-Time stores the date and time when the changes done to field in
Field Name. -
User Name is the name of the person who did changes to the filed in
Field Name. - Field Name is the name of the field which was modified.
- Change is the changes made to the field in Field Name.
Figure: 11.12 Document History.
Log is generated when changes are made to following fields:
- Version
- Owner
- Status
- Owner Permissions
- Team Permissions
For example Paulmacy checked out the document whose current version 1.0 and checked in
after modifying on Tuesday 16:15 pm october 31st 2006 (see Figure: 11.12). The field in the
Document History will have the following values.
- Log Date-time will be Tue 10/31/06 16:15:38.
- User Name is paulmacy.
- Field Name is Version.
- Change is 1.0 => 1.1.
To edit document settings you have to visit the view page of that document where an option for
editing the settings will be available.
The following Members can edit the document settings:
- Document Owner.
- Project Owner of a project to which the document belongs to.
- Administrator.
While editing the document settings you can change the following details (see Figure: 11.13):
- Owner.
- Status.
- Owner Permissions.
- Team Permissions.
Figure: 11.13 Edit Document Settings.
Steps to Edit document settings :
- Click Documents tab.
-
Select the project from the Project drop down list in which the document you want to
edit is exists. - Click the document you want to edit.
- Click Edit Settings button (see Figure: 11.10).
- Edit the fields Status, Owner Permissions and Team Permissions.
-
If you want to change the Owner of the document, select the Owner from the Owner
drop down (see Figure: 11.14). - Write the description about the changes in the Description field.
- Click Save & Close button to save the changes.
- Click Reset button to reset fields to old values.
- Click Cancel button to cancel the edit process.
level of access permissions.
Figure: 11.14 Changing Owner
Once the document was uploaded, the Team Members can edit the document contents by checking
out that document into their local machine. After modification they can check in the modified
document into the repository, which can be read or modified by other Team Members.
The following Members can checkout the document:
- Document Owner, if the Write permission is enabled in Owner Permissions.
- Team Members, if the Write permission is enabled in Team Permissions.
- Project Owner, if the Write permission is enabled in Team Permissions.
- Admin, if the Write permission is enabled in Team Permissions.
in “Edit” section of this chapter.
Once document is checked out, the Lock Status in the view page of Document Settings will be
set to Checked out and you can see the yellow lock icon in the document list which indicates
document checkout but not yet checked in (see Figure: 11.9).
The following buttons are visible for a Member who has checked out the document and not yet
checked in (see Figure: 11.15).
-
Undo Check Out button to undo the edit document process. Once you click
Undo Check Out button, the Check In button will be invisible, you can see
Check Out button to checkout the document to do modifications. - Check In button, to upload the modified document.
- Download button to download the read only document.
-
Delete button, if delete permission is enabled. If document is deleted then you
cannot check In the checked out document. -
Edit Settings button, only if the logged in user is a Document Owner,
Project Owner or Admin
Figure: 11.14 Buttons for Checked Out Document.
Project Owner and Admin and to the one who has checked out and not yet checked in.
The following buttons are visible to Team Members in view page of a document which has been
checked out by other Team Member :
- Download button to download the read only document.
- Edit Settings button, only if he is a Document Owner.
-
Delete button, to delete the document. If document is deleted then you cannot
check In the checked out document.
Team Members other than Project Owner, Document Owner and Admin when
the document is checked out by others.
Steps to edit the document content:
- Click List Documents action.
- Click the document you want to edit.
-
If the Write Permission is enabled in Team Permissions, you can see Check Out
button. - Click Check Out button (see Figure: 11.12).
- Save the document by selecting the path from the popped up file browser.
- Edit or modify the downloaded document and save it.
-
If you do not want to modify the document which is checked out, then you can undo the check
out process by clicking Undo Check Out button (see Figure: 11.15).
Steps to check in the modified document:
- Click List Documents action.
- Click the document you want to check In.
-
Check In button is visible to you only if Project Owner, Document
Owner or Admin has not canceled your check out by clicking Undo Check Out
button. -
Click Check In button (see Figure: 11.15). If you check in the document
without modification then a message “The document to be checked in does not differ from
the previous version of the document. Click here to check in a different document.”
is displayed. - Select the modified file by clicking the Browse button (see Figure: 11.16).
- Write your comments in the Comment field.
- Click Check In button to successfully upload your changes.
Figure: 11.15 Undo Check Out Button.
Figure: 11.16 Ckeckin page.
Team Members can delete a document when that document is not required. The Team Member
can delete document only when the Delete permission is enabled in Team Permissions
. The Document Owner can delete the document when the Delete permission is
enabled in Owner Permissions. Once the document is deleted all the versions of that document
will get deleted. If the Delete permissions are disabled then the Delete
button is invisible.
Steps to delete document:
- Click List Documents action available in action bar.
- Click the document you want to delete.
-
Delete button is visible to you if the Delete permission is enabled
(see Figure: 11.10). - Click Delete button.
- You will get a pop up with a message “Are you sure want to Delete.”
-
Click OK to delete that document permanently along with all versions of that
document.
Filters are provided to see the list of documents based on the requirement. In Document
tab there are 2 types of Filters:
- Filter drop down with Owned by Me and Owned by Any options.
-
Filter drop down with types of documents in the list. For every type of document there is an
option provided in the drop down list along with Any type option.
To view list of documents with the same characteristic then you can select the required filter
you want (see Figure: 11.17) and click Apply Filter button then a document list applicable for the
filter selected will be displayed (see Figure: 11.18). If there are no documents in the project
for the filter option selected then you will get the following message, “There are no documents
in this project library. Click here to upload a new document.”.
Figure: 11.17 Applying Filter.
Figure: 11.18 Document list for applied filter.
Alerts are the one which gives the information to all Team Members about the modifications
done in their projects. So if you do any modifications to documents in the project, then alert
messages and alert E-Mails will be sent to all Team members of that project.
Alert messages in dashboard and alert E-Mails will be sent to Team Members, if you do the
following operations in Document tab.
- New document added in the project.
- Any document in the project is modified
Alert E-Mails will be only if they enable New Document Uploaded and New Document Modified
in the Preferences tab .
chapter on “Preferences”.
