New User Experience: Project Documents and Links

Project teams can share project documents in the cappm ppmnew. Project documents are critical for effective team collaboration and compliance audits. You can upload and download policies, procedures, drafts, requirements, contracts, and other project artifacts. Users can upload up to five files with a maximum size of 20 MB each.
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Project teams can share project documents in the 
Clarity PPM
 
New User Experience
. Project documents are critical for effective team collaboration and compliance audits. You can upload and download policies, procedures, drafts, requirements, contracts, and other project artifacts. Users can upload up to five files with a maximum size of 20 MB each.
By default, project managers and team members can view, edit, upload, download, delete, and add tags for all documents associated with their project. Access to specific documents varies.
  • Nonteam members with the 
    Project Edit
     access right can view and edit all documents. 
  • Nonteam members with the 
    Project View
     access rights can view and download documents.
As an administrator, you determine project document settings. For example, set the Authorized File Extensions field to limit acceptable file types. See Configure General System Settings.
 
HID_newux_docs_and_links
 
Team members can use different collaboration and file sharing tools such as Microsoft SharePoint as they work on their projects. As a project manager, you can organize internal and external links to systems, sites, documents, and other content. Use the LINKS page as a central hub for all of the external project artifacts that are used to manage the project.
With the 
Project - View
 access right, team members can view and open the links. With the 
Project - Edit
 access right, team members can also create, update, and delete the links.
  1. Open a project and click 
    LINKS
    .
  2. To create a link, click 
    ADD LINK
    .
    1. Enter the URL or copy and paste a valid URL beginning with http://, https://, or www.
    2. Enter a link name to display
    3. Press the 
      ENTER
       key.
    Your new link appears in the 
    GENERAL
     section.
  3. To group links under a new section, click 
    ADD LINK
     in the 
    GENERAL
     section and then click 
    NEW CATEGORY
    .
  4. Repeat the steps above to define at least one new link in the new category.
  5. To rename the section, click 
    Rename
    . Change the name for your new category. After you change the name, you can repeat Step 3 to add a new category.
  6. You can also complete these additional steps:
    • To organize your links, drag-and-drop them under each section or category.
    • To edit a link display name or URL, click 
      Edit
    • To delete a link, click 
      X Delete
       in the top right corner of the link.
    • When you delete all links in a section, the section is also removed.
Upload Documents
You can select a single or multiple files to upload documents.
 
Follow these steps:
 
  1. Open a project and click 
    DOCUMENTS
    .
  2. In the top right, click 
    Upload 
    and select one or more files to upload from your computer or a server.
    The files are added to the project.
     You cannot upload empty files.
  3. If you upload another file with the same name as an existing document, select 
    Overwrite
     or 
    Create Copy
    . Overwrite replaces an existing file. Creating a copy uploads a duplicate of the file and appends a sequential number at the end of the name. For example, the file names appear as 
    file.doc
    file(1).doc
    , and 
    file(2).doc
    .
     Versioning is not supported in the New User Experience. If document versioning is required for your environment, use Classic 
    Clarity PPM
    .
The following illustration shows how to upload documents:
 Image showing how to upload documents. 
Apply Tags to a Document
Apply tags to each uploaded document. You can add a maximum of 30 characters to a tag. The application suggests one or more matching tags from the existing list of tags for the current project.
Your current browser window might not be able to show all tags. To view all tags, click the 
Show/Edit Tags
 icon or adjust your browser zoom or width.
The following illustration shows how to apply tags to a document:
Image showing how to apply tags to a document. 
Sort Your Documents
Sort your documents so you can find them easily. You can sort your list of documents in the following four ways:
  •  
    Name:
     Orders files alphabetically by filename
  •  
    Owner:
     Orders files alphabetically by owner name
  •  
    Modified:
     Orders files by the last time anyone changed a file
  •  
    Size:
     Orders files by file size
 
Follow these steps:
 
  1. Open the Project and click the 
    Documents
     tab.
  2. Click the column that you want to sort.
  3. To reverse the order, click the up chevron or down chevron icon.
 By default, the sorting is set to 
Modified
 and displays the recently added files.
Find Project Documents
You can find documents by searching for the document name or the associated tags. You can also sort, rename, add tags, and delete the documents in the search results. 
 
Follow these steps:
 
  1. Open the Project and click the 
    Documents
     tab.
  2. In the search box, type the document name or its associated tag.
  3. Click the search icon or press 
    Enter
     on your keyboard.
    You can download the document, rename it, or even delete the document.
 Clicking the cancel icon on the search box resets the folder location to the root folder.
Create Folder
Create a folder structure for your team's work to ensure you and your team have easy access to important folders and documents. Folders can stand alone and can contain documents, or a folder can serve as a top-level folder that contains subfolders. Both top-level folders and subfolders can contain documents. You can create subfolders for a top-level folder, and subfolders for a subfolder.
 
Follow these steps:
 
  1. Open the Project and click the 
    Documents
     tab.
  2. Click the 
    New Folder
     to create a new folder.
  3. Use the 
    Show Folders
     pane or the breadcrumbs to view all folders and navigate through the folder directory.
Delete a File or Folder
Deleting a document permanently removes the file. You cannot recover or restore your files from trash.
 
Follow these steps:
 
  1. Open the Project and click the 
    Documents
     tab.
  2. Navigate to the appropriate folder.
  3. Next to the file or folder you want to delete, click the more options icon, and click 
    Delete
    .