Exploring documents in the web application

00:05

In this video, we will explore the Documents section of a project to understand its layout,

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locate a document's action menu and open a document's detail view,

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and explain how a document library can be managed within a project or project template.

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So let's take a look.

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Let's explore the Documents section of a project.

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This will help you become familiar with where project documents are viewed and managed.

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This section is where your team manages all documentation related to this particular project,

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and is likely not specific to one item, as these would be found directly on the item.

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You can see the different document categories that were created by your tenant administrator.

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They will be ordered alphabetically to make them easier to locate and work with.

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Notice that there is always a default category named "General Documents",

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so that you have at least one location to begin working in even before other categories are created.

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The Linked Documents category is where you can find documents shared from other projects to this one.

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Beside each category is an action menu to create subfolders and upload documents to that category.

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Below each category, you can see what documents have already been uploaded there.

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You can also filter the table based on the status of the documents.

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And you can also see the status of each document in the status column here.

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The table behaves much in the same way as it does elsewhere in Upchain.

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You can sort by a specific column in an ascending or descending order.

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You can add or remove columns as you wish and save your table preferences.

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You can also resize columns and drag and drop them around as well.

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Beside each document is an action menu, where you can find all actions you can take on the document.

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For example, the share option is how you could share this document to another project.

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This creates a link in that project's linked documents category to this document.

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For example, these are links to documents shared from other projects.

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We'll explore more of these functions later on.

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Clicking on a document loads its details on the right hand side.

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Each section of this details panel displays different information, and allows for certain actions.

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We'll explore each of these sections in more detail in a later video.

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In this example project, it is being used to manage a bill of materials of items, in addition to documentation.

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This bill of materials will ultimately produce one or more products to a specific customer.

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However, in a similar manner to creating projects to manage a standard parts library,

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we could use a project as a standard library of documents as a location to store documentation that may apply to all projects,

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such as procedures, guidelines, companywide policies, and templates.

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A project used as a document library should probably be set to public, so that all users could access these documents regardless of role.

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It is also possible to create a template project that contains documentation,

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that you'd like to be copied to all new projects created based on that template.

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To demonstrate this, when you create a new project, you can choose a specific template.

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And from there, you can select to import documents from that template into your newly created project.

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This ensures that all projects contain the documentation they need right from the very start.

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You should now have a general understanding of the document section of a project,

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the purpose of a document's action menu and detail view, and using a project or project template as a way to manage a document library.

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Keep going to learn more.

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In this video, we will upload a document to a project, view its details in more depth,

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and explain how a document's number is changed when copied to another project.

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Let's take a look.

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To start us off with managing documents, let's begin by uploading a document from your local computer to a project.

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In the example we are going to demonstrate here, I am logged in as a mechanical manager who is looking to upload the project plan for this project.

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However, the role does not matter here, only that the user has the appropriate license, and the user has been added to the project team.

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Beside each document category is an action menu.

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This is how you can create subfolders within a document category should you require more granular organization within this category,

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and this is also where you find the option to upload a new document from your computer into this category.

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To upload a document, click the action menu icon next to the desired document category, or subfolder if it already exists, and select "add document".

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In the window that opens, you can see the category you selected along the top.

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Click the "add document" button.

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Locate the document you wish to upload from your computer.

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You can select more than one.

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Click open.

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Wait for the upload to finish, and when it says done, click the "okay" button.

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The document is uploaded into the chosen document category and is assigned a number based on the document numbering rules assigned to that category.

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This numbering rule is configured by your tenant administrator.

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The document is also in a draft state and at version 1.

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You can see the document's original file name here as part of the new file name in Upchain, and in this column here as well.

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Now that we have a document uploaded, let's explore its details in more depth.

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Clicking on the document opens its detail panel on the right hand side.

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Each section of this details panel displays different information and allows for certain actions, such as creating business processes,

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linking documents and translations, downloading previous versions of the document, and managing access to the document.

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The details tab contains the main information about the document, including a preview, if Upchain is able to create one,

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and details about who uploaded it and when, when it was last modified, its version and revision levels, change descriptions, and so on.

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The items tab is where you can see which items the document is linked to.

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This action can only be done through the Office plugins, and this is covered in a different course.

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The business processes tab is where you can view any business processes the document may be involved in,

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and where you can create an investigation request specifically for the document.

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The linked documents and translations tab is where you can view documents and translations that are linked to this document,

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and also where you can link the document to another one within this project.

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You can also upload translations for files that are not viewable in the PDF viewer.

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The history tab is where you can view all previous versions of the document and you can download them from here.

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You can also see what the statuses of each document version, as well as who created that version, the change information,

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and the date the version was created.

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The security tab is where you can further indicate which project team members have access to this document.

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In general, all project team members can at least view all documents, other than viewers who can only view published documents,

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but you may wish to restrict access to this document to certain users.

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And all of this is managed here on a document by document basis.

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Beside the document is an action menu to perform certain actions on the document,

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such as opening it in the PDF viewer if it is a compatible file type, managing the document's life cycle,

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moving it around within the project, and sharing it to other projects.

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We'll explore many of these actions in future courses.

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One action we could take is to copy the document from one location to another.

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We'll demonstrate it here by copying this project plan to a related project so that they can follow a similar format.

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To copy a document, click the "Action" menu, and then click "Clone".

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This copies the document to your clipboard.

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Now navigate to the destination project's Documentation section, click the "Action" menu beside the destination category, and select "Paste".

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The document is copied to that destination project.

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Notice, however, that every time a document is copied from one location and pasted into another,

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whether this is from project to project, template to project, project to template,

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or even within the same project, it is always assigned a new document number.

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In other words, documents cannot exist across multiple locations in the same way that items do.

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They can be shared, and you'll find links to the shared documents under the Linked Documents category.

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But, generally, documents are standalone objects that only exist once in Upchain.

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So keep this in mind when planning on taking documents from one location to another.

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You should now have a general understanding of how to upload a document from your computer into Upchain,

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the details pane of a document and the information you can find there,

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and how a document's number is changed when copied to another location.

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Keep going to learn more.