This article covers:
- Version control
- Download the latest version
- Document check in / out
- Uploading documents through e-mail
- Linking documents
- Linked entities
All project documentation need to be stored and maintained in a single repository. PPO's Documents entity provides users with the ability to store documents and link documents to entity records such as Risks, Issues and Tasks while keeping a history of previous versions of the document. PPO allows user to upload documents of any format.
The Documents entity can be renamed, depending on the requirement. For more details on re-naming entities, see the following knowledge base article.
The Documents entity shows the following fields by default:
PPO enforces a maximum upload size limit per document, which is 20MB by default. There is no limit to the total document storage space used.
For more information about the document upload size, see the following FAQ.
PPO creates a history record every time a document is edited. Previous versions of a document will still be available from the Document History section on the Document >> View page.
To access previous versions of documents, click on the document history record, then click on the physical file name of the history document or the Mail Document to Me icon.
This functionality allows users to keep track of changes and versions and ensures that the latest version is always the active record.
Users have three options to download or view the latest version of a document from the Document >> View page:
1. Click on the Download Latest Version icon.
2. Click on the physical file link.
3. Click on the Mail Document to Me icon. The document will automatically be e-mailed to the user's e-mail address (as stored on the Employees entity).
To prevent more than one user from editing a document at the same time, PPO allows for a document check in / check out functionality to be switched on.
For this functionality to work , the Document check in / out option should be set to TRUE in the System Configuration.
This will force users to check out a document before it can be edited.
When a document is checked out, users will still be able to download it, but will only be able to override the document check out and edit the document if they have the necessary user group access rights.For more information on assigning user group access rights, see the following knowledge base article.
The user who has checked out the document, will automatically be authorised to check the document back in. Only once the document has been checked back in can it be edited by another user.
You can save valuable time by uploading documents to PPO via e-mail. Users can e-mail documents to PPO, which are then uploaded and stored automatically. The documents can then be edited and allocated to the correct project, type, status and any other required fields.
Users can e-mail documents to firstname.lastname@example.org. PPO will match the users' e-mail addresses to their employee records and upload and save the documents. The document name will be used for the document title and, when the user logs into PPO, the document will appear on their Home Page under an Unclassified documents section. Please note, this section will only be visible on the Home Page if there are documents requiring classification.
The user can then select the document which will take them to the Document >> View page.
Please note that if "Document check in/out" has been enabled under System Configuration, you will need to select the "Check document Out / Check document In" icon where after you will be re-directed to the Document View page as below:
From this page users can then click on the Edit Document icon which will open the Document >> Edit page and allow the user to allocate the document to the project, type, status and so on.
- Users can attach multiple documents to a single e-mail and each attachment will upload as a separate document;
- Users can CC or even BCC email@example.com when sending the documents to other people and PPO will still upload the document(s);
- If one document is e-mailed and the e-mail does not contain a subject, the document file name will be used as the document title.
- If one document is e-mailed and the e-mail does contain a subject, the e-mail subject will be used as the document title.
- If multiple documents are e-mailed at once and the e-mail does not contain a subject, the document file names will be used for the document title.
- The user’s internet service provider (ISP) / webmaster may restrict and place limits on the size of documents submitted and, in this case, the user will receive an e-mail from their ISP / webmaster notifying them that the e-mail was not successfully sent;
- Please remember that there might be a slight delay in PPO receiving the e-mail which is based on normal internet traffic and thus users should allow some time before expecting the document to appear on their Home Page;
- If you are a user on multiple instances with the same e-mail address on your employee record, PPO will reject the document and send you an e-mail indicating that the document upload failed as PPO will not be able to determine which instance to store the document on. Please note this does not apply to users who are loaded on both a live / production instance and a training instance; and
- This functionality is only available on subscription instances and thus does not work on training and evaluation instances.
Should you wish to view a report of all the unclassified documents on your instance, access the reports, select the documents entity and extract the "Unclassified Documents" report. This report will show you a list of all the documents that were uploaded via e-mail, but not yet classified according to project, type, status or any other required fields.
For more information on the Unclassified Documents report, see the following report explanation.
Documents can be linked to every entity in PPO. If a document is linked to an entity record, such as a Risk, the document will appear on the Linked Documents section on the Risk >> View page.
To link a document to a project, employee or project related entity record, click on the paperclip with a green plus in the linked documents section of the edit page.
A new window will pop up showing the Documents >> List page. This allows the user to select a document or add a new document.
Once the document has been selected, the Link document icon will show. Click on the Link Document to link the document to the entity record.
To link another document, click on the paperclip with a green arrow.
To un-link the document, click on the paperclip with the red cross.
Linked documents can also be seen as a paperclip on the list page. When the mouse pointer hovers over the paperclip, the documents linked to the record will pop up and can be accessed by clicking on the document name.
Each document is explicitly associated with a project but, as described in the previous section, it can also be linked to any other item, for example a risk, which may or may not be associated with the same project. A document can also be associated with multiple items, across a number of projects. It is therefore useful to be able to see which items a document is linked to. This can be accomplished by looking at the “Linked Entities” section on the page, which will show you the project, the entity as well as the title of the item that the document is linked to. It further shows you who last updated the related item as well as when the item was last updated.
Should you require more information about the item the document is linked to, you are able to click on the item and drill-down into the underlying information.