Assigning Documents and Creating Folders 

Use

You can check in the documents that you assign to a project element to document folders, to get a better overview. You can protect each document and folder from unauthorized access using authorizations.

Prerequisites

·         You created the documents that you want to assign to a project element, as files.

·         You are in the detail view of a project element on the Documents tab page.

Procedure

Creating a Folder

...

       1.      In the structure tree, navigate to the project element for which you want to create a folder.

The system displays the project element as the top node in the Document Folder column.

       2.      If folders already exist, navigate to the place where you wish to insert the new folder.

       3.      Choose New Folder.

       4.      In the New Folder area, enter a different folder name, if necessary.

Note that the following characters should not be used in the name:

ü ä ö Ü Ä Ö ß ? ! " § / ( ) = { } [ ] \ * < >

       5.      Choose Continue.

The system creates your new folder. You can then edit the new folder. Save your entries.

...

Assigning a Document

       1.      In the structure tree, navigate to the project element to which you want to assign a document.

       2.      In the Document Folder column, navigate to the place where you want to assign a document.

       3.      Choose New Document.

       4.      If you want to check in the document to the system, enter the file path in the File field and then choose Check In.

       5.      If you want to create a link to the document, enter the file path in the URL field and then choose Check In As URL.

The system switches to the detailed information for the document and copies the document name to the document data.

       6.      Change the document name, if required.

Note that the following characters should not be used in the name:

ü ä ö Ü Ä Ö ß ? ! " § / ( ) = { } [ ] \ * < >

       7.      Enter a Description and assign a Status.

       8.      Save your entries.

Result

The system checks in the document as a new content version. You can edit the document and assign authorizations.