Overview. management. PMWeb. system. process. PMWeb. Sharing, collaborating secure. Page 2. Document Manager is

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1 While every effort has been made to ensure the accuracy of the information in this document, provides this information without any guarantee whatsoever, ncluding, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. Copyright All righ hts reserved. This document, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express written permission of, Inc. Names and logos mentioned herein may be trademarks of their respective owners.

2 Overview Document Manager is a full featured electronic file within the platform. With Document Manager you can: management system Upload and store any electronic files your enterprise needs Control document editing through Check In, Check Out and Versioning Add unlimited custom metadata to any record Apply robust security settings that allow you to share folders without worry Search documents, including their metadata and their contents Attach Document Manager files to any record Figure 1 - Easily Manage Electronic Files Using Document Manager is not an add on or a third party plug in. It was designed and built by programmers to be an integral part of the portfolioo management process and it features the same easy to usee interface as the rest of. can be used on any devicee capable of running a Web browser, with no apps or plug ins required to install and maintain. Because of this, Document Manager gives you unprecedentedd access to all of your documents, via the cloud. Sharing, collaborating on and approving documents have never been easier or more secure. Copyright 2014, Inc. All rights reserved. Page 2

3 Define the Folder Structure Flexibility and ease of use are hallmarks of every tool and Document Manager is no exception. As projects are created in s Portfolio module their corresponding Document Manager folders are automatically created for you. Right click any folder in the tree to customize it and to perform a variety of tasks. You can also create any free form tree structure under the Shared Folders section. Left click any folder to view its contents in the Files grid. Figure 2 - Right Click on the Tree to Perform a Number of Tasks Add and Modify Documents To add documents to Document Manager click the Upload File button. Browse to select one or more files from your network and click once more: your files are uploaded and appear in the Files grid. Documents can be checked out by clicking once in the grid to select them and then clicking the Check Out button. An icon appears next to the document in the Files grid to indicate its checked out status. To check the document in, click to select it in the Files grid and then click the Check In button. Note that if Versioning is enabled for the folder the user will be required either to check the document in as a new version or under a different name. Copyright 2014, Inc. All rights reserved. Page 3

4 Control File Versionss For each folder in you can elect to enable document Versioning. If Versionss are turned on users cannot upload and overwrite existing files; instead they must save them as a new version or save them under a different name. Document Manager automatically maintains the revision log for you. Figure 3 - Enable Versioning for Any Folder Use Metadata Document Manager allows you to define and store unlimited file Attributes in each folder. For every Attribute you create you specify what type of data it contains text, date, Boolean or list values and whether or not it is a required field and/or must be unique. If Attribute fields are defined, users are prompted to enter data in them when they upload or check in documents to the folder. Figure 4 - Enter Custom File Attributes for Any Document Attributes metadata tags each document with characteristics that you define, giving you the flexibility to sort, group and search your document archives quickly and easily. Copyright 2014, Inc. All rights reserved. Page 4

5 Metadata and Content Search All file data, including its Attributes metadataa and its content is searchable in Document Manager. Figure 5 - Search File Metadata and Content Manage File Access A guiding principle of is to make collaboration easy in a secure environment. For your peace of mind Document Manager provides an extra layer of permissions that sitss on top of s already robust enterprise class security. You control who accesses what and everything they can do. Figure 6 - Grant Document Permissions by User and User Group Conclusion Document Manager provides all of the power features you might find in a standalone document system but with the enormous advantage of seamless integration with the industry leading portfolio management tools of the platform. Copyright 2014, Inc. All rights reserved. Page 5