Contextual Help - Project Documents (Documents)

The Documents window displays all file attachments for all tasks in this project.

This window has 3 parts: the title bar, the Project Documents tab and the File Attachments tab. 

  • The title bar tells you where you are in AceProject.
    • At the end of the title bar you will find the link to add a new task as well as a link to contextual help.
    • The title bar will also display your total number of attachments for this project with the total size of all file attachments in this project. 
  • The Project Documents tab contains all files attached to the project itself. Those files are not associated to any particular task.
    • The left-hand side of the tab displays a tree view of your project's folders. You can add, rename and delete folders.
      • To make changes to a folder, select it in the tree view, then make changes in the right-hand side of the tab.
    • The right-hand side of the tab displays information and contents for the selected folder in the tree view.
      • When you click on a folder in the tree view, its details and contents are displayed.
      • The Folder Details group displays information about the folder: its name, creation date, files and size.
        • To delete a folder, click on the red X next to the folder name ().
          • Only project managers and Administrators are allowed to delete and manage folders.
      • The "Folder Management" group is used to rename and create folders.
        • Only project managers and Administrators are allowed to delete and manage folders.
        • To rename a folder, type its new name under Folder Management then click on the Rename button ().
        • To create a sub-folder, click on its parent folder in the tree view, then type the new folder's name under Folder Management and click the create button ().
      • The files table displays all files contained in the selected folder.
        • You can sort the table by clicking on any column header: click once to sort in ascending order and twice to sort in descending order. 
        • The Action column displays 3 icons:
          • Click on the open icon () to open the file in a separate window. 
          • Click on the floppy disk icon () to download and save the file to your computer.
          • To change the file's state, click on the padlock icon in the Action column. Files can be locked by a user so no one else can upload it and overwrite its contents. However, you can still download it and open it on your computer. Locked files have a red padlock icon () in the State column; unlocked files have a green padlock ().
        • To delete a file, check the box next to the file, then click on "Delete checked item(s)". 
          • Only Administrators can delete locked files. All other users must unlock the file before they can delete it.
      • The Attach a File group is used to add files to the selected folder.
        • To Attach a file, click the "Browse..." button to reach your file. If you know the location of your file, you can type it directly in the Path field.

        • You can write a description for this file.

        • The "Version" field is used to keep track of different iterations of the same file.

          • If two identical files have different versions, AceProject will treat them as separate items.

          • To overwrite a file, use the same file name and version.

          • If the file is unlocked, uploading it with the same version will overwrite the existing file on the server.

        • Files can be locked or unlocked by a user. Locking a file ensures no one will makes changes to it except the person who has locked the file and the Administrator. Leave the file unlocked if you don't plan to modify it.

          • You cannot upload a file that is already on the server and locked. You need to unlock the file on the server first, then upload it from your computer to the server.

        • You can use the "Multiple File Upload" drop down menu if you want to upload more than one file at a time. You can upload up to 15 files simultaneously.

        • Click on Upload File to send it to the project folder.
           

  • The File Attachment tab displays all file attachments for this project with a summary of information about them. 

How do I display a file?
To see a file, simply click
the open icon (). AceProject will display it for you in a popup window.

What is a project document?
Project documents can be screen captures, plans, lists or any other file format. Project documents are associated to a specific project.  

How do I add a project document?
Simply choose the destination folder in the tree view, then fill out the Attach a File form and click Upload File.

How do I change a project document?
To update a project document, you need to overwrite the file on the server by uploading a file with the same name, extension and version. The file must be unlocked to be able to overwrite it.

How do I delete a project document?
To delete a file, check the box next to the file, then click on "Delete checked item(s)". Only Administrators can delete locked files. For all other users, the file must be unlocked before they can delete it.

Can I upload more than one file at a time?
Yes. You can use the "Multiple File Upload" drop down menu if you want to upload more than one file at a time. You can upload up to 15 files simultaneously.

 


Copyright 2001-2006 Websystems, Inc. All Rights Reserved.