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[edit] Where in Project.net

Personal/Business/Projects > Documents

[edit] Documents Overview

Document Vault
Document Vault

The Project.net system offers a full-featured document management system. There is no limit to the size or type of document that can be stored in this module. The documents module provides version control, access history, hierarchal folder structure, and more. Team members are able to add, modify, check out, check in, and delete documents. Once entered, any document is incorporated into the Project.net version control system for check out/check in.

The version control process works like this: Download a copy of the file you need to modify; Check the document out so it is read-only for other users; Modify the document on your local computer; Check the document in (which allows you to upload the document and increments the version number).

[edit] To Import a Document

1. Go to the tab of the desired area.

2. From the BUSINESS or PROJECT area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the Document Vault page, that is open, select the [Import Document] option under Toolbox. The Import Document page is now open.

5. Enter the name and description of the document in the Name and Description fields.

6. Select the option on the type of the document, based on file or URL. If the document to be uploaded is a file, choose the [Browse] button to select the file that is to be uploaded. If the document is based on an URL address, then choose the option on URL and enter the correct URL address of the document. Checkbox against the option ["Upload files and folders from zip file"] if the document to be imported is a zipped file or folder and select a valid zip file using the [Browse] button.

7. Select the author/owner of the document, the status of the document from the drop down field on Status and provide comments if any on the document.

8. Click on [Submit] to upload the selected document.

The document is now uploaded and available amongst the list of documents in the Document Vault page.

[edit] To Edit the Properties of a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the list of all the documents, select the document, the properties of which needs to be modified and click on the [Edit Properties] option under Toolbox.

5. In the MODIFY DOCUMENT PROPERTIES page, make the required modifications on Name, author, description, status, and comments if any and click on the [Submit] button.

The modifications to the selected document properties are saved and the modified document is now listed in the Document Vault.

[edit] To Remove a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the list of all the documents, select the document that is to be removed and click on the [Remove Document] option under Toolbox.

5. In the Confirmation popup on "Are you sure you want to delete this object?" click on [Yes].

The document is now deleted and no longer available in the list of documents in the Document Vault.

[edit] To View Properties of a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. Select a document from the list the properties of which needs to be viewed and click on the [View Properties] option under Toolbox.

The properties page of the document is open with the tabs on Properties, Versions, Activity Log, and Discuss.

[edit] To Link a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. Select the radial button for the document you want to link

5. Click [Link Document] in the Toolbox

6. Click [Add New] Link

7. Select the type of link you want in the pull-down

8. Fill in the relevant search fields and pull-downs

9. Click [Find]

10. Select the item you want to link the document to link to.

11. Click [Add Link]

12. Click Close

The document is now linked to the object selected in the Link Type field.

[edit] To Add a Document to a Workflow

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. Select the radial button for the document that is to be added to a Workflow.

5. In the Start Workflow Envelope page that is now open, select the Workflow from the drop down field on Workflow, provide the envelope title and description and click on the [Next] button.

6. Specify the Rule enforcement, priority and status by choosing the respective options from the drop down fields and click on [Finish]. The Workflow is now added to the selected document.

[edit] To Check Out a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS] or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the Document Vault page select the radial button for the document you want to check out.

5. Click [Check Out] in the Toolbox

6. Populate the fields in the pop-up window

7. Click [Check Out]

The document is now checked out.

[edit] To Check In a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the Document Vault page select the radial button for the document you want to check in.

5. Click [Check In] in the Toolbox

6. Click [Browse] in the pop-up window and select the document to check in

Populate the relevant fields.

7. Click [Check In].

The document has now been checked in.

[edit] To View a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the Document Vault page select the radial button for the document you want to view and click on the [View] option under Toolbox or Click on the name of the document you want to view.

The selected document will now open.

[edit] To Undo Checking Out a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENT option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the Document Vault page select the radial button for the document you want to revert the check out function.

5. Click [Undo Check Out] in the Toolbox

6. Click [Yes] in the pop-up window

The document checked out has now been released.

[edit] To Create a New Folder

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the Document Vault page click on the [Create New Folder] option under Document.

5. In the Create New Folder window, enter the Folder name and description and click on the [New Folder] button.

A new folder is now created with the name provided in the field for folder name and it is now listed in the Document Vault page.

[edit] To Move a Document

1. Go to the tab of the desired area.

2. From the Business or Project area, select a BUSINESS or PROJECT from the list.

3. Choose the DOCUMENTS option from the top menu bar. All the already uploaded documents if any are available in the Document Vault page that is now open.

4. In the Document Vault page select the document that needs to be moved and click on the [Move] option under Document.

5. In the Move window, select the folder to which the document is to be moved and click on [Move].

The document is now moved to the folder selected.

[edit] Blog against a document

1. Select the Documents menu option in the Personal/Business/Projects workspace.

2. Select a document from the list of documents in the list.

3. Click on the Blog-it option from the list in the Toolbox.

4. Enter the required information and click on submit to post the blog entry for the document selected.

[edit] Document Security and Access Permissions

Project.net provides the facility to add/remove user permissions at the object level. Space administrator or Power user can add/remove access to user for an object. There is an alternate way to add/remove permissions for all objects in the documents module through the Setup module of Project/Business workspace.

Setting Permissions to Documents and Folders

[edit] Document Trashcan

The Document Trashcan holds all the deleted documents and folders from the document module. These documents can be restored or permanently deleted based on the requirement.

For more information on Trashcan, refer Document Trashcan

[edit] Toolbox

  • Blogit - Selecting this allows the user to create a blog entry on Documents.
  • Import Document - Selecting this allows the user to import a new document.
  • Edit Properties - Selecting this allows the user to modify properties of an existing document.
  • Remove Document - Choosing this option alerts a popup for confirmation to delete the selected document.
  • View Properties - Selecting this option allows the user to view the properties of a selected document.
  • Link Document - Selecting this allows the user to link a document to other objects.
  • Notify - Selecting this option allows the user to be notified on any changes in the document vault.


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