9 0 UG:Manage Doc Vault

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[edit] Storing Documents

The documents module in the Project.Net application enables to store all kinds of documents in the Document vault. These documents can be modified and deleted as and when required. Right to check in and check out the documents, group them into different folders is also possible in the Documents module.

[edit] What Documents can be stored in the Documents Module?

Types of documents include:

1. CAD files (DGN, DWG, and DXF formats)

2. Text

3. Bid Documents

4. Proposals

5. Requests for Quote (RFQ)

6. Requests for Information (RFI)

7. Scanned Drawings

8. Other images that can be quickly added to a project.

9. Audio and Video

Once entered, any document is incorporated into the Project.net version control system for check out/check in.

= What are the other functions that are possible in the Document Vault?

[edit] Document Check Out

This option locks the document and prevents other users from making changes. For review and modification, the document has to be downloaded from the workspace. With the Check Out command the document will be locked. This will prevent other users from making changes as well as inform the other participants that the document is being worked on.

To be able to review and change the document, the document has to be downloaded from the workspace. To just view the document, click the View command.

[edit] Document Check In

This option brings the document back into the revision control system. The revised document has to be uploaded to the workspace. For more information on how to use this command. The document will be brought back to the revision control system of Project.net. To do this, the revised document has to be uploaded to the appropriate workspace.

Please note that only checked out documents can be checked in.

[edit] View

Choosing View opens the document for review with the appropriate tool. This is a read-only mode.

[edit] Document Undo Checkout

Undo Check Out Releases the document from the check out process. The document is left unchanged and no entries are made in the revision control system. With the Undo Check Out command, the document you previously checked out will be released from the check out process. The document is left unchanged and no entries are made in the revision control system.

[edit] Create New Folder

Choosing this option helps to create a new folder to help organize the documents in a project. With the Create New Folder command you will create a new folder and add it to the current workspace’s folder hierarchy. You can create as many folders as you like. Furthermore, there is no limit to the ’depth’ of the folder hierarchy.

[edit] Document Move

This helps to Place the document in another location or folder in the workspace. With the Move command, you can move a document to another location within the workspace’s document structure.

[edit] Import Document

With the Import Document command, a file from a team member’s hard disk will be added to the Project.net document vault. To do this, the file needs to be uploaded to the appropriate workspace.

[edit] Modify Document Properties

Modifies the properties of the selected document. They are four Document Properties tabs:

1. Properties

2. Versions

3. Activity log

4. Discuss

The properties of a document can have the following tabs;

Properties Tab

This tab shows the document’s basic properties and type. It also lists the number of times the document has been viewed.

The Version Control Status channel, refer to , shows whether or not the document is currently checked out, and if so, by who and what the estimated return date is.

In the Links channel you have the ability to link other information to this item, i.e. documents, deliverables, posts, etc. Please refer to Link Documents.

Version Tab

In the version tab, you see a list of the document versions, as well as the appropriate file name, revision date, format, and file size.

You can open an earlier version of a document by clicking the document’s name. The document version number increases as a result of the check in process.

Activity Log Tab

In the activity log tab is a listing of all completed actions (views, check-out, check-in, etc.), notes for the action (where applicable), who performed the action, and the action date.

This allows you to accurately track the history of a document and determine who made changes, and when.

Discuss Tab

This tab provides a capsule history for the discussion post associated with this document.

Each document has a discussion area. In this discussion area, you can create and add a series of postings to generate a near real-time dialog on any document.

[edit] Remove Document

Removes the selected document. With the Remove command, a document or a complete folder (including its subfolders and documents) will be removed from the workspace and therefore from the document vault.

[edit] Link Document

With the Link command you can associate different types of objects to a document. Possible types of objects are other documents, deliverables, posts, tasks, calendar, form data, and form lists.

[edit] Add Document to Workflow

Adds the selected item to a workflow envelope. This opens the Workflow Envelope Wizard.

[edit] Search all documents

Searches for information in documents within the respective workspace. With the Search all Documents command, you can search for documents’ names or description information.

[edit] Notify Document

Subscribes a delayed notification to a selected document.

[edit] Security

Shows the current security level access and/or the required security to view, modify, or perform any other functions on the selected document.

[edit] Setting Permissions

The ability of team members to set permissions for individual objects (such as folders, documents, or forms) is determined by the permissions granted in the New Objects Permissions by the Space Administrator.

Team members can modify security for the objects they created by clicking the Security button (when it is active) in the action tool bar.

Below is an example on how to set object permissions for a document:

1. Go to the desired workspace. It can be a business workspace or project workspace.

2. Click the Document module on the navigation bar. The Document Vault opens.

3. Go to the desired folder and select the radio button of the document whose security you wish to modify.

4. Click the Security button on the action tool bar. The Edit Role Entry pop-up window appears.

5. To add or remove participants to/from the Permitted Actions, click the People tab.

6. The names of the participants are displayed.

7. Select the check boxes next to the participants you wish to add, and then click the Add button.

8. To remove participants from the Permitted Actions list, select their check boxes, and then click the Remove button.

9. When you are finished with the settings, click the Apply All Changes button.

10. If you wish to change the roles assigned to ’permitted actions’, then click the Roles tab.

11. Select the check boxes from the Roles list for the roles to add, and then click the Add button.

12. To remove participants from the Permitted Actions list, select their check boxes, and then click the Remove button.

13. Click the Apply All Changes button. The pop-up window automatically closes.

We suggest only modifying an individual’s permissions to a specific object if the person doesn’t already have permissions through an assigned role.

[edit] More Help

[edit] Project.net User Guide

[edit] On-line Help

[edit] Project.net FAQ

[edit] Project.net User Forum


It is our belief that Project.net users know what they want in their Project.net documentation, therefore, we encourage you to edit this Wiki page and contribute your corrections and additions. If you read something that is not clear make a note of it on the Discussion tab.

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