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Procedure documentationAssigning Documents and Creating Folders

 

You can check in the documents that you assign to an object to document folders, to get a better overview. You can protect each document and folder from unauthorized access using authorizations. For more information, see Authorizations in Project Management.

Prerequisites

You created the documents that you want to assign to an object, as files.

You are in the detail view of an object on the Documents tab.

Procedure

Creating a Folder

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

    The system displays the object 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 Note

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

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

    End of the note.

  5. Choose Continue.

    The system creates your new folder. You can then edit the new folder. For more information, see Editing the Document or Folder. Save your entries.

Assigning a Document

  1. In the structure tree, navigate to the object 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. If you want to create a link to the document, enter the URL in the URL field and then choose Check In As URL.

  7. Change the document name, if required.

    Note Note

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

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

    End of the note.

  8. Enter a Description and assign a Status.

  9. Save your entries.

Result

The system checks in the document as a new content version. For more information, see Content Versions. You can edit the document and assign authorizations. For more information, see Assigning Authorizations.