You can reach Documents by first clicking on Document Management and then on Documents . Now you can see stored documents in the document archive. Here you can create folders, change the name of documents and upload or delete documents from your document archive. You can also change the sort order by clicking on one of the headlines Documents, Size, Type or Changed.
To upload a document, do like this:
You can also use the Drag & Drop-feature by doing like this:
If you want to have a nice structure on your documents by storing them in different folders, click on the button New folder. Write what name you want your folder to have and click Save. Your new folder is now created. Simply click on the new folder to enter it and, if you want, upload documents to it. NOTE: If you already are in a folder, the new folder will inherit the rights settings of the main folder you are in. If the folder gets any content the appearance of the icon will change from to .
5. Edit properties of documents
You can also change the name or the properties of your document. This can be done in two ways:
6. Version handling of documents
The version numbering of documents works this way: The first version that is created/uploaded will get the version number 0.1. The second number is then increased automatically for every new version that is created of the document (0.8 -> 0.9 -> 0.10 -> 0.11 etc). When you create a new main version of the document, the last version (for instance 0.11) will be replaced with the approved version 1.0.
If you want to work with different versions of a document, you do like this:
You can read more about how you turn the version handling on/off under Edit properties of documents above.
When you want to edit a document there are two options. Either you save the document on your computer first, edit it there and then upload it again, or you open it directly from the document archive, edit the document and then save it back (this requires that you use ProjectCoordinator Desktop). NOTE: If you only have read permission for the file, it will only be opened in read-only mode, and you can't edit it and save it back until you save it again.
Save to computer first
Edit directly (only works if you have DMK (Document Management Kit) installed, or uses ProjectCoordinator Desktop)
If you want to be sure that no-one is working with the same document that you are going to edit, you can choose to lock the file for editing first. If someone then tries to open the document, a message will come up saying that the file is locked by you and can only be opened for reading. If anybody else tries to upload a newer version of the file, a message will show saying that the file is locked and cannot be uploaded. To lock a file for editing, do like this:
NOTE: If the file has only Read permission (R) you can not lock the file unless you are room administrator or member of a group that has higher rights and permission to Read/Modify.
10. Request review of documents
Choose which documents you want to request a review of by checking the box behind the document name with the mouse
Click on the button Request review.
In the window that open you can choose which users you want to add as reviewers of the document by clicking on their names in the list Available users/groups. They will then be added to the list Selected users.
Click on the button Add and the user will be added to the list Selected reviewers.
Choose which time the review shall be finished by setting the date and time under the headline End review before.
In the field Message to reviewers you can add instructions for the reviewers.
Under the headline Notify me when: you can choose how you want to be informed (by email) when the reviewers are done.
NOTE: If you want to see the comments afterwards, you can see the review, if you mark the file and click the Properties button, you can also click on the icon next to the document name of the document, or click directly on the icon or to the left of the column Changed (modification date). In the tab Review you can see the Active and the Finished reviews, and click on the one you want to see.
If you are invited as a reviewer of a document, you will be informed about this by email. To start reviewing the document, you either click on the link in the email, or you click on the icon or next to the document name in the folder where the file is placed under Document Management . A window will then open containing information about the review. You can also leave comments directly in the review window.
To leave a comment for the review, you click on Add comment. A field will then be activated where you can leave your comment. If you want to add more comments later on, or if you want to modify your already added comments, you click on the link Add comment once again.
When you are finished with the review, you click on the button Finish my review.
If it is an approval that has been requested, you click on the button Finish and approve if you approve of the content of the file, or Do not approve if you don't approve of the content.
If an approval has been requested, the review will be ended as soon as any of the reviewers answer that they don't approve of the content of the document. If all the reviewers approve of the content of the file, it will end up in the state signed and receive the symbol in the file list.
12. Allow viewing on public pages of documents
As confirmation that this has been done, a small icon appears in the list to the far right. Documents that hasn't been allowed to be viewed on public pages has no such icon. Once this is done, you can also make a link to it on a homepage for instance, and then everyone who reads the page can see the documents. Your documents can also be viewed through page objects that are placed on the public pages.
13. Allow viewing on internal pages of documents
As confirmation that this has been done, a small icon appears in the list to the far right. Documents that hasn't been allowed to be viewed on internal pages has no such icon. Once this is done, your documents can also be viewed through page objects that are placed on the internal pages.
Useful if/when you want to share files with persons who are not users in the portal.
As confirmation that your documents have been published, the icon in front of the document names get a small globe on it . Once the documents have been published, they can be linked to a homepage for instance, so that everyone who reads the homepage can click on the link and read the document.
NOTE: You can use this function to share files with persons who are not users in the portal. Just copy the link to the file that you just published and share it for eg. by email. Remember that you can't publish anything if you don't have at least Read/Modify rights! Just Read rights don't add the small globe to the file.
15. New document based on a existing
Creating a new document based on a existing one can be done in two ways:
If you want to create a new empty office file, simply move the cursor over the button New office document and then choose which type of document you want by clicking on one of the six icons New Word document, New Word 2007 document, New Excel worksheet, New Excel 2007 worksheet, New Powerpoint presentation or New Powerpoint 2007 presentation.
NOTE: If you subscribe to a whole folder, you also subscribe to all the files inside that folder. Also new files users upload to that folder will be subscribed. You can choose how often you want the Subscription report. You find it under My Functions/My Subscriptions. There you can set the interval to eg. Instantly, Hourly, Daily, Every other day or Weekly.
18. Download (Export) documents
NOTE: In ProjectCoordinator Desktop you won’t get the possibility to choose location to download your packed files to. The exported file ends up in C:\”your computers name“\users\”your users name”\My documents. For example the name of the file could be: “archiveexport-201308191506.tar”.
NOTE: In order to extract the exported file you need a program which can handle the file type *.tar or *.zip.
Examples of such programs are WinRAR (http://www.win-rar.com), WinZip (http://www.winzip.com) and TUGZip (http://www.tugzip.com).
You can use the built-in preview function. NOTE: The most common formats are supported.
20. Read notification
Create a shortcut to a document or a folder
You can also change the name or the owner of your shortcut. This can be done in two ways:
Metadata is ”data about data”. Metadata (metacontent) are defined as the data providing information about one or more aspects of the data.
It gives the possibility to “tag” folders or individual files and easily create Smart folders where you can find the “tagged” folders and files.
First of all you have to create/add meta fields. This is crucial for the system to find any folders or files in the future. When you assign meta fields to folders and files in Document Management you will choose meta field based on this first step.
NOTE: If no meta fields already exists in the portal, or if the portal is new you have to start with adding new meta fields. You do that logged in as Portal administrator. To learn how to add meta fields to the portal, read more here.
After that it’s time to assign meta fields to folders and files. Do like this:
You have to create/assign meta fields to folders or files. NOTE: You need the right permission to do this. For example, if you only have Read permission on a file, you can't add meta fields to that.
1. Choose which folder or document you want to assign meta fields to by checking the box behind the folder or document name with the mouse.
2. Click on the button Meta fields .
3. Click on the button Add .
4. Choose what meta field you want to add in the drop-down menu Name. You can change meta field by double-click in the field. After that you can edit Value by double-click in the right field. NOTE: If you got a meta field of the type List with added options, you will get several options in the field Value. Choose one of them.
5. Click on the X in the upper right corner when you are done.
1. Choose which folder or document you want to edit meta fields by checking the box behind the folder or document name with the mouse.
2. Click on the button Meta fields .
3. Choose what meta field you want to edit in the drop-down menu Name. You can change meta field by double-click in the field. After that you can edit Value by double-click in the right field. NOTE: If you got a meta field of the type List with added options, you will get several options in the field Value. Choose one of them.
4. Click on the X in the upper right corner when you are done.
1. Choose which folder or document you want to edit meta fields by checking the box behind the folder or document name with the mouse.
2. Click on the button Meta fields .
3. Choose what meta field you want to delete.
4. Click on the button Delete and then Yes.
5. Click on the X in the upper right corner when you are done.
In Smart folders you can sort out the files you want, by using the meta fields you added on the folders and/or files. If any folder or file has a meta field “tagged” on it and you have added the same meta field in the Smart folder, automatically you can find the file there. You also can use sub folders to narrow down the sorting of the files. NOTE: It's only the user/s given the role Portal Administrator or Room Administrator that could administrate this.
To create a new smart folder do like this:
1. Choose Smart folders under Document Management .
2. Click on the button Add new smart folder .
3. Enter the name of the new smart folder in the field Title.
4. Click on the Save button. After that a new window opens.
5. In the window Edit you can add the meta fields you want to use. Click on the button Add . Choose what meta field you want to add in the drop-down menu Meta field. You can change meta field by double-click in the field. After that you can edit Criteria and Value by double-click in the right field. NOTE! If you got a meta field of the type List with added options, you will get several options in the field Value. Choose one of them.
6. Click on the X in the upper right corner when you are done.
If you want to create a sub folder, navigate into the folder and click on the button Add new smart folder and follow the instructions above.
There are five different criterias you can use. This is what they mean:
= (Exact equal to)
!= (Not equal)
like (Search for a pattern to match)
< (Less than)
> (Greater than)
1. Choose Smart folders under Document Management .
2. Choose the Smart folder you want to edit by checking the box behind the folder with the mouse.
3. Click on the button Edit .
4. Choose what meta field you want to edit in the drop-down menu Meta field. You can change meta field by double-click in the field. After that you can edit Criteria and Value by double-click in the right field. NOTE: If you got a meta field of the type List with added options, you will get several options in the field Value. Choose one of them. If you want to update the title on the Smart folder, you just edit your Title and click on the button Update title.
5. Click on the X in the upper right corner when you are done.
1. Choose Smart folders under Document Management .
2. Choose the Smart folder you want to edit by checking the box behind the folder with the mouse.
3. Choose what meta field you want to delete.
4. Click on the button Delete and then Yes.
5. Click on the X in the upper right corner when you are done.
1. Choose Smart folders under Document Management .
2. Choose the Smart folder you want to export by checking the box behind the folder with the mouse.
3. Click on the button Export .
4. A window appears where you can choose to open the file or choose to save the file. Depending on which operating system your computer is running, you get different questions and windows. For example, if you in Windows 7 uses Internet Explorer, and click on the down arrow beside Save you get the possibility to use Save as and choose the location to download your files to. Choose where to save the packed *.zip file.
5. Click on Save.
NOTE: In ProjectCoordinator Desktop you won’t get the possibility to choose location to download your packed files to. The exported file ends up in C:\”your computers name“\users\”your users name”\My documents. For example the name of the file could be: “archiveexport-201308191506.tar”.
NOTE: In order to extract the exported file you in some cases need a program which can handle the file type *.tar or *.zip.
Examples of such programs are WinRAR (http://www.win-rar.com), WinZip (http://www.winzip.com) and TUGZip (http://www.tugzip.com).