Managing project documents compatible with the PDF Viewer

00:06

In this video, we will check out a document to make changes to it, check the document back in to create a new document version,

00:13

link a document to another document, and send the document through a workflow to be published.

00:19

So let's take a look.

00:23

In the previous course, you learned how to upload a document and copy it from one location to another.

00:29

At this stage, you should have at least one document uploaded to a project.

00:35

To follow along in this lesson, this document should be compatible with the PDF viewer, such as a Word or PDF document.

00:44

Review the help documentation for a full list of compatible file types.

00:49

Now let's explore what we can do with this document.

00:52

I am logged in as the mechanical manager in charge of managing this document,

00:57

but please note, however, that the role doesn't matter here, only that the user has the correct license.

01:05

When this document was first uploaded, it was not quite finished.

01:09

However, I wanted to store it in Upchain so that all changes could be managed here,

01:14

and by having it in one place, I could get some feedback from my colleagues as well.

01:21

Now, to make changes to the document, it must be checked out.

01:25

To check out a document, click the action menu beside the document, and select "check out".

01:37

Decide on a location on your computer where you'd like to save the document, and click "save".

01:46

This locks the document to you so that no other users can make changes to it at the same time.

01:54

The document is also saved to your chosen location on your computer,

01:58

and you can now begin to work on the document in its native program on your computer.

02:08

Be careful.

02:09

If you have checked out this document before, and the file still exists on your computer in the same location,

02:16

Windows will automatically add numbers in brackets to the file name to prevent overriding the files that are already there.

02:26

But if this happens, the name will not match the file name as it is known in Upchain,

02:33

meaning you will not be able to check this specific file back in again.

02:38

So, always ensure the file retains its given Upchain name.

02:48

Once you've made some changes, you must commit those changes back into Upchain,

02:52

so that the changes can be tracked there, and so that other users are able to view the changes that you've made.

02:59

Currently, the changed document only exists on your computer.

03:04

To check in a document, click the action menu beside the document to be checked in, and select "check in".

03:13

In the window that opens, click the "select document" button.

03:19

Locate the document on your computer that you've made changes to.

03:22

The name of this document must match the name that is stored in Upchain.

03:29

Upchain recognizes that a new version needs to be created.

03:35

You should type in a change description.

03:37

This lets other users know what changes you've made, so they can focus their attention there.

03:45

Click "done".

03:50

This uploads a copy of the document you've selected into Upchain, and it creates a new file version.

04:05

In the Details panel, in the History tab, this is where you can see and access all versions of the file.

04:16

Here you can see what state they were in, and what the change description was for that particular version.

04:25

You may wish to check out and check in at regular intervals.

04:31

This is useful to do so that you have fairly recent changes saved into Upchain should something happen to your computer,

04:39

and you lose the file on your computer.

04:43

Please note that while you can see and access all versions of the document from this history tab here,

04:52

and download any of those versions, whenever you download or check out the files from the action menu,

05:02

it is always going to grab the latest version of that file.

05:10

Once we're sure we are in a state where we do not need to version up the document anymore, we can link it to other documents.

05:22

Creating this link shows how this document may relate to another one.

05:28

For example, we are going to link this project plan to the project plan templates document,

05:35

that is also found in this project under the templates category here.

05:41

The link between the two will show that we have followed the correct format.

05:46

Or as another example, we might link it to a document containing customer requirements to show that our plan contains this information.

05:54

You may have your own reasons.

05:59

The reason we would wait until now, just before it is ready to publish,

06:04

is because document links are lost when the document is versioned up, or checked in.

06:11

In other words, document links are established between specific document versions of those documents,

06:18

and as soon as one of those versions changes, that link is lost.

06:24

It is always best to wait until the document is not going to go through any further changes or even until it is published completely.

06:41

To link a document to another one, open the document's Linked Documents and Translations tab.

06:49

Click the "+" button in the Linked Documents section.

06:55

In this window, click the "Add Upchain Documents" button.

07:00

You can only link to other documents within the same project.

07:05

Locate the document you'd like to link it to.

07:08

We are going to select the project template, but you can select more than one document.

07:15

Click "Add Documents".

07:18

You can see the list of them here.

07:20

Click "Okay".

07:25

The latest document version of this document is linked to the latest document version of the other document.

07:37

These are links, so you can click on the document here.

07:45

And that will take you to the other document.

07:48

And similarly, you can see the link back to the original document.

07:56

And you can click on that document here to take you back to the original.

08:03

Let's suppose our document is now in a ready state.

08:07

We should publish this document so that it is obvious to others that it is now ready to be used.

08:17

To move a document to a published state, it must be assigned a workflow that contains a step to publish the document.

08:26

We will use the workflow that is provided to all tenants.

08:33

To set the workflow, open the document's details panel and click the pencil icon.

08:39

Select your desired workflow from the drop-down menu.

08:43

Again, we're just using the one provided to all tenants.

08:47

And then click the "Save" icon.

08:53

A button to begin the workflow now appears at the top of the Details pane.

08:58

Click this button to begin the workflow.

09:03

Since we are using the workflow provided to all tenants, its first step is to move the document to a status of "In Review",

09:11

and send a task to the project manager to review the document.

09:16

And they will either approve or reject the request for publishing this document.

09:23

This should give you a general understanding of checking out a document to make changes,

09:27

and checking it back in again to create a new document version, how to link a document to another one,

09:34

and how to initiate the workflow to publish a document.

09:38

Keep going to learn more.

00:05

In this video, we will view a document in the PDF viewer and gain some familiarity with its functionality,

00:11

explore what happens when the publish workflow is rejected, and complete the workflow to publish a document.

00:18

Let's take a look.

00:21

Now I'm logged in as the project manager for this project, and I can see that this document is awaiting review.

00:30

I have also received an email notification with a link to the document to be reviewed.

00:35

I can click on this link to open that document in the web application.

00:44

Again, the role doesn't matter when working with documents, just that the user has the correct license.

00:50

The role only comes into play when dealing with workflows, as it is often a specific role that is called out to perform specific tasks.

00:59

In this case, for this document, using the document approval workflow,

01:04

it is the person with the project manager role who is in charge of reviewing this document and deciding whether to publish it or not.

01:15

While you can upload files of practically any type into Upchain, only certain file types are compatible with the PDF viewer.

01:23

Again, review the help documentation for a full list of compatible file types.

01:29

We have uploaded the project plan as a Word document and this document is compatible with the PDF viewer.

01:36

For someone who wishes to review the document without having to download it and open it in its native program,

01:42

you can use the PDF viewer to view it directly in the web application.

01:47

To open the document in the viewer, click the action menu beside the document, and you can select "open PDF web viewer".

01:56

You'll only see this option for file types that are compatible.

01:60

Alternatively, if the document has a preview, you can see that it is clickable.

02:06

Clicking on this image will also load the document into the PDF viewer.

02:13

We will not spend a long time on the PDF viewer.

02:17

You can find more information on all of its functionality in the help documentation.

02:23

But to give you an idea, there are many actions that you can take to create a markup of this document.

02:32

You can annotate the document with a variety of shapes, texts, comments, stamps, images, callouts, and so on.

02:43

And you can also measure the document if perhaps you're viewing a drawing.

02:50

Here, I want to point out that the roles are incorrect.

03:04

I'm also going to add in a comment to say that the timeline has been extended, so these dates will need to be updated as well.

03:21

You can see there are lots of different tools you can use to describe what changes need to be made to this document.

03:29

You can also save these annotations as a markup.

03:34

This means that others who also open this document are able to view these markups.

03:46

Clicking this icon here will open a list of all the different markups that have been created, and you can view them all at once or one at a time.

04:00

You can also download a copy of this PDF with its annotations from the menu here,

04:07

or you can just download the PDF without any markups using this button here.

04:12

Note that it is always a PDF that you download from this viewer.

04:18

Now, to communicate the changes that need to be made, you have several options.

04:23

You could fully track the required changes to this document using an investigation request.

04:35

You could, using the Gantt chart, create a project task,

04:48

and you could associate the document to this project task,

04:54

and assign it to the correct person.

05:03

Or you could simply download this document with its annotations and attach it to an email or some other form of communication.

05:15

Review the help documentation for more information on the tools available in the PDF viewer,

05:21

and some of the options that you have for tracking work in Upchain.

05:28

Now, because changes are needed to this document, it is not ready to be published.

05:35

So I will reject the workflow.

05:47

Log back in as the mechanical manager.

05:50

I can see that the document is still in a draft state, even though the workflow has been completed.

05:57

That's my first clue.

05:59

I have also received an email that indicates the "publish" was declined.

06:04

So I could load the document into the PDF viewer and review the markup that was created and indicated to me by my project manager.

06:14

Whatever method they chose to communicate what changes were needed, I now need to make a change to that document.

06:21

So we'll do that by checking it out.

06:28

Then, I can make the changes to that document as required.

06:33

And now I need to check it back in.

06:51

I could check out and check this document back in as many times as required.

06:57

Here, we've created Version 3.

07:04

Note that because I have versioned up this document, the link that we created between this document and that project template has been lost.

07:15

We created that link when it was still at Version 2.

07:18

So now we need to reestablish that link.

07:22

This is why it is best to wait to create this link until the document is absolutely ready to be published or is already published.

07:36

Now that we're dealing with a new document version, we must also resubmit this to the publishing workflow.

07:44

We do that from the Details tab.

07:48

And we'll start the workflow.

08:01

Assuming this time the changes are acceptable, this time the document can be published.

08:18

And now the document is published at Version 3.

08:22

It has also incremented the revision level to AA.

08:27

The History tab now shows Version 3 is published.

08:32

This should give you a general understanding of the PDF viewer and some of its functionality,

08:37

using a workflow to publish a document, and what happens when the workflow is both rejected and accepted.

08:45

Keep going to learn more.

00:05

In this video, we will revise a published document, clone a document, and archive a document.

00:11

So let's take a look.

00:15

Documents that are published are assumed to have been reviewed, signed off, and are ready for their intended purpose.

00:23

However, it is possible that further changes are still required.

00:28

In our project plan example, perhaps circumstances of the project have changed and the scope of the project has been modified.

00:36

This would require further changes to this now published document.

00:42

To be able to make changes to the document, it must be revised to return it to a draft state.

00:48

To revise the document, click the "Action" menu beside the document and select "Check Out".

00:56

Decide on a location to save the document and click "Save".

01:03

This now locks the document to you so that no other users can make changes to it.

01:09

You can now begin to work on that document in its appropriate program to make the required changes.

01:16

This is the same process as simply checking out the document when it's in a draft state.

01:23

Once the changes have been made, you can check it back in again.

01:40

This creates a new document version,

01:49

as you can see here.

01:51

And the document is in a draft state.

01:55

Now that it's back in draft, the document can be checked out,

01:57

and back in again as many times as necessary until an acceptable version of this document is reached.

02:08

The document can then be sent through the same document workflow to publish it once again.

02:24

Alternatively, if the scope of the project has changed quite drastically,

02:29

it might make more sense to simply make a new project plan and archive the old one.

02:35

This way, it is clear to others that the project plan has changed significantly,

02:40

and the original would only remain in place to be used as a reference instead.

02:48

In the web application, you can clone a document to make a new copy of it with its own document number.

02:56

This way, you aren't starting from scratch with a brand new document, but you also won't be affecting the original document either.

03:06

To clone a document, click the Action menu beside the document to be cloned.

03:13

Select "Clone".

03:16

This copies the document to your clipboard, and you can then paste it wherever you would like in a different project or a different category.

03:24

In our example, we want to paste it back into the same document category.

03:30

So click the action menu beside the document category and select "paste".

03:36

This creates a copy of the document in its selected location.

03:42

The name of the document is copied exactly from the original, but it is assigned a brand new number.

03:57

It is also in a draft state, starting at Version 1, with no revision level.

04:04

From here, it might make sense to rename both of these documents so that it is clear which one is the old one and which one is the new one.

04:17

Now that our new document is in place, we should archive the old project plan.

04:23

Note that you want to clone the document first before archiving it because you cannot clone an archived document.

04:31

This is why we performed the clone action first before we attempted to archive it.

04:41

To archive a document, click the Action menu beside the document to be archived and select "Archive".

04:51

A window opens to confirm that you wish to proceed with this action.

04:56

Archiving cannot be undone.

04:60

Click the archive button.

05:07

You can archive a document that has any status.

05:10

The document is placed in a state that cannot be modified.

05:16

You can still view its details, and you can still view and download this document, but otherwise it is locked in place.

05:32

You should now be able to revise a published document to make changes to it,

05:37

clone a document to create a copy of the document with a new number, and archive a document so that it becomes read-only but still viewable.

05:47

Keep going to learn more.