Documents

The document library displays documents in alphabetical order.

Add a Document: In the Documents tab, click on the link to add a document. Enter information about the document (Document Title is required, other fields are optional), and then use the "browse" button to retrieve the document from your computer or your network drives. If the document already exists somewhere on the Internet, then adding the URL into the field will create a link to the document. If there are folders created, users can designate one or more folders that the file should be associated with (use the control key to select more than one folder).

Version Control: You can add new versions of a document, by going to it's detail page, and clicking the "Upload New Version" button , browse for the new file on your computer, and submit adding any comments you wish to be connected to the previous version. This will keep an archive of all the versions of your document in this one central location, allowing you to access any of them at any time.

Document Check Out: You can Check-out a document to alert others that you are working on it, by clicking this button: . Others will not be able to edit this document, or add new versions until you have unlocked the document. You can unlock the document and submit a new version, or simply check the document back in without adding any new versions. Note that other project administrators can unlock your document themselves, if they wish.

Quick Upload: You can also quickly upload documents from your computer by using the "Quick File Upload" link. To use this feature click the link and then browse for the file on your computer and finally click submit. Note that you can actually upload multiple documents with this tool, by waiting to click submit. This automatically takes the file name of whatever file you upload and set this as the content's name in your ProjectSpace. This content is also added to whatever folder you are currently in. Once the file has been submitted with this tool, you can always come back and edit the document later by clicking the "edit" icon next to the document at a later date.

Shared Documents: You may also upload as a shared document, which can be found under the main "Add Document" page, then "Create a Shared Document" at the bottom of the page. This allows users to work collaboratively on a document online without downloading, and saving all their versions in a centralized location.This function is especially useful for users who want to upload written information, such as meeting notes, and have others revise that information without having to reload a saved document.

Edit a Document: Editing document information allows users to alter the descriptions and characteristics of the document. Do this by clicking on either the "edit" or "delete" icon next to the document title. Users are also able to change the folders a document is associated with. Remember to hit "Submit Form" to save any changes.

Folders: Users can create Folders to help organize the documents in the document library. To do so, click on "New Folder," fill in a name for the folder, and hit "Submit Form." To create a sub folder inside this folder, click on "New Folder" again and repeat the process. To create a new top level folder, go back to the main documents page and click on "New Folder." You may go on to make several levels if necessary. Deleting folders will not delete any files. For more help on folders go here.

Topics: When entering documents, users may select a topic of interest. At this time, the topic list is not used as a way to filter searches; however future versions of ProjectSpaces may let users sort documents by this topic list. For information for site administrators to add / edit topics please go here.

Select Groups to restrict document access: click here for more information