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Creating New Documents

To upload files to the data pool, a new container must be created. Depending on the configuration and range of functions, different document and plan types are available, which have different functions and designations. Depending on the user and project function, different document and plan types can be displayed in the data pool.

In addition to simple documents, there are qualified documents in the data pool that have a review and approval workflow. The range of functions of the documents depends on the predefined configuration and may vary depending on the project. In addition, documents may be available that contain additional input fields. Depending on the configuration, the saving process checks whether all relevant fields have been filled. A status message after saving informs you whether all required data has been entered.

CREATE NEW DOCUMENTS

To create a new container to upload documents:

  1. Click on the button "Create..." in the toolbar of the view and then click on the desired document type in the pull-down menu. The new container opens.
  2. Enter the name of the new container in the "Description" one.
  3. Set the drop folders for the new container.
  4. Enter the relevant keywords or click on the existing keywords by clicking on the link "Keywords" and select the desired keywords.
  5. Click on the button "Upload files" and drag and drop the desired files into the dialog box. Optionally, in the dialog box, you can choose the "Select" - in a separate window, the explorer will then open for the selection of the desired files. To select multiple files from Explorer, the "Ctrl" key must be pressed.
  6. Close the Explorer window using the "Open" and start uploading all selected files by clicking on the "Upload".
  7. Repeat steps 5 and 6 if you want to upload more files.
  8. In the "Eligibility" firm which people and groups from the project team should have read access to the document. Optionally, you can also assign edit rights and full access rights for individual persons or groups.
  9. In the "Notes" Add information to the document if necessary.
  10. Save the new document by clicking the "Save & Close". Alternatively, you can enter the entries with "Save & Send Infomail" if you want to actively inform readers about the new documents.

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Depending on the function in the project, different document and plan types may be available. Document types that are not required are hidden from users to reduce the complexity of the system.

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The following settings and functions are available when creating a new container:

  • Designation:

    • The field is used to enter the name of the new container, which will be displayed later in the view.

  • Filing:

    • The field provides the preconfigured filing folders. Different folders can be selected for different users. When you select a folder, the system displays the possible subfolders.

  • Catchwords:

    • The new document can be provided with one or more keywords. After entering the first letters, the system suggests existing keywords that can be adopted at the click of a mouse.
      By clicking on the label "Keywords", all available keywords are made available for selection in a dialog box.

  • Upload files:

    • By clicking on the button "Upload files" the Explorer can be opened to select a file for upload. Alternatively, the desired attachments can also be dragged and dropped into the dialog box. After selecting the desired files, the upload is done via the "Upload" started. In Explorer, several files can be selected for upload by pressing the "Ctrl" key and the left mouse button at the same time.
      If a file has been uploaded by mistake, it can be removed by clicking on the trash can.

  • Infomail an:

    • This function can be used to activate the sending of infomails to your own email address when files are downloaded.

  • Right:

    • This section specifies the access rights to the new document. The creator of the document is automatically listed in the permissions section and cannot be removed from the list. Using the "Add people" and "Add groups" can be used to select additional people or groups of people who have access to the document, whereby people and groups can be combined as desired.
      In addition to read permission, write permission or full access can also be optionally assigned. People with full control have the same rights as the creator of the document and can change the permission and create a new version in addition to editing the document.
      Selecting groups of people gives you the ability to set access for project participants, even if they join the project team at a later date.

  • Default reader:

    • This field shows groups of people who already have access to the document based on the configuration, without having to manually select them. Removing default readers is not possible.

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    The colour coding of the persons and groups of people provides information about the current access rights. A blue flag indicates read access, green icons indicate full access, and people with a red icon do not currently have access to the container.

  • Notes:

    • In this field, information about the document can be entered, which is also transmitted to the recipients when the infomail is sent.

  • Save:

    • Using the "Save", the new document can be saved.

  • Save & Close:

    • This function saves the document and returns to the previous view.

  • Save & Create Infomail:

    • This feature saves the document and sends an Infomail to the selected readers and editors of the document. The system opens a dialog box in which the desired recipients can be selected and an info text can be entered.

  • Processing log:

    • All essential activities related to the document are stored in the processing log. This makes it possible to trace later when the document was saved, distributed, checked or approved. In addition, every download of attachments from the container is documented in the processing log.

  • Comments:

    • By clicking on the "Add Comment" a new comment is created. The feature is available once the container has been saved. After entering the text, the comment can be added by clicking on the button and, if necessary, distributed to specific people by infomail. The desired recipients are selected in a dialog box after clicking on the button "Add and create Infomail".

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