Documents

Users in your organization can use the Documents tab to track, manage, and store documents which relate to an item. Every item will have its own Documents tab. As users in your organization work on the tasks and activities related to an item, they can add documents, check them out (make updates), and check them in (save updates). A document can only be updated by one team member at a time. A history of each document is kept and users are allowed to access older versions. Documents can be moved from one Documents tab to another.

Team members are allowed access to the Documents tab based on their permissions to access the item to which the view is associated. All team members with permission to view the item will be able to view documents. Team members with permission to add documents and folders will be able to add documents, check them out (make updates), and check them in (save them).

Adding a document

As you work on an item, files will be created that will be helpful to other team members working on the same item. You can add these documents to the Documents tab for that item.

To add a document

Open the Projects module.
Select an item.
Select the Documents tab.
Select the folder into which you want to add a document.
Click New Document to add a document to the selected folder.
In the New Document dialog box, enter a name, a description, keywords (that can help the document be found using search), and any additional comments.
Browse to the location on your computer from where you will upload the document.
Click OK.

Checking in a document

When you are done updating a checked-out document, save your changes by checking it in.

To check-in a document

Open the Projects module.
Select an item.
Select the Documents tab.
Select a checked-out document, right-click and select Check In.
In the Check In dialog box, select the location of the document being checked-in and add comments. Select the Update the copy in the repository, but keep the file checked out check-box to replace the file with the copy you have on your local computer and keep the document checked out.
Choose the incremental update that will be made to the document revision history during check in. The format is major.minor.revision (as in 1.0.0 or 2.1.2). Set Increment Version to Major, Minor, or Revision to update the document's revision history.
Click OK.

Checking out a document

Before you can make changes to a document, you must first check it out.

To check-out a document

Open the Projects module.
Select an item.
Select the Documents tab.
Select a document, right-click and select Check Out.
In the Check Out dialog box, add comments. Select Mark the file as checked out, but do not download the file to replace the file with the copy you have on your local computer when you check it back in.
Click OK.
Save the file to your local computer. (Opening the file directly can place the working copy of the document in your temporary Internet files directory.)

Copying to another folder

Many documents useful for one item will be useful to another. You can copy a document from one Documents tab and add it to another Documents tab.

To copy a document from one item to another

Open the Projects module.
Select an item.
Select the Documents tab.
Right-click the document that you want to copy and select Move/Copy on the shortcut menu to open the Document Move/Copy dialog box.
Select Copy Document.
In the Target Investment list, select the name of the item in which you are placing a copy of the selected document.
In the Target Folder list, select the document folder in which you want to place the copy of the selected document.
Click Save.

Deleting a document

Any document can deleted.

To delete a document

Open the Projects module.
Select an item.
Select the Documents tab.
Select a document, right-click and select Delete.
Click OK.

Finding a document

Use the search feature to find a document. Searches rely on a document's file name, but can also look for keywords, titles, and descriptions. Search does not look within the text of a document.

To find a document

Open the Projects, Reports, Tools, or Configuration modules.
Click Search in the toolbar.
In the Search dialog box, type the string for which you want to search.
Select the Name attribute.
For Match, select any word to have the search results include any of the text you typed or select all words to have the search results include all of the text you typed. To search for a specific phrase, put quotation marks around the word(s) for which you are searching.
From the Display drop-down, select Documents.
Click Advanced to set up a more detailed search, including defining rules, searching by keyword, title, and description, and selected items.

Moving a document

You may decide that a document needs to be moved from one item's Documents tab to another.

To move a document

Open the Projects module.
Select an item.
Select the Documents tab.
Right-click the document that you want to move and select Move/Copy on the shortcut menu to open the Document Move/Copy dialog box.
Under Target Investment, select the item to which you want to move a document.
Under Target Folder, select the folder in which you want to place the document.
Click OK.

Viewing a document

To view a document, you can open the file from the Documents tab.

To view a document

Open the Projects module.
Select an item.
Select the Documents tab.
Right-click the document name in the Documents tab and select Properties.
In the Document Properties dialog box, review the list of historical documents at the bottom. Select the version of the document that you want to view and click View.
In the Download Information dialog box, click OK.
In the File Download dialog box, click Open to open the file and view it in your Web browser or click Save to save the file to disk.