Share and Search Documents

You can share and search for policies, procedures, project artifacts, drafts, requirements, guides, contracts, and other documents from two repositories:
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You can share and search for policies, procedures, project artifacts, drafts, requirements, guides, contracts, and other documents from two repositories:
  • The Knowledge Store
  • Document Manager
Use the
Knowledge Store
to save and access your generic documents. Use
Document Manager
to build a repository for project or program-related documents. You can also attach documents, such as a resume or an application form, to a resource profile.
Though most users can access these repositories, access to specific documents and folders varies. With the appropriate permissions, users can create folders, add documents to them, and edit both documents and folders. The key differences exist in the access rights of the two repositories.
To open a folder, open
Home
, and from
Organization
, click
Knowledge Store
. If you do not see the
Knowledge Store
link, contact your administrator.
: Administrators can assign 
access rights
 at the Knowledge Store level and 
permissions
 at the folder and document levels.
 
2
Knowledge Store Access Rights
The following table includes the access rights that are available to manage or view content in the Knowledge Store:
Access Right
Description
Knowledge Store - Administrate
Allows you to access all the folders and documents.
Only users with the
Knowledge Store - Administrate
right can create folders at the top level of the Knowledge Store folder tree.
Users with the
Knowledge Store - Access
right and with the appropriate permissions can add sub folders and documents to the folders.
Knowledge Store - Access
Allows you to create, edit, and view documents and folders to which you have access.
Allows you to delete the folders you created, and the documents you added.
Knowledge Store - View All
Allows you to view all documents.
Knowledge Store and Document Manager Permissions
Your administrator grants the Knowledge Store access rights that are described in the following table. When you create or administer a folder or document, identify the users who need access to the folder or document. Then, give the users permission to read, read/write, or read/write/delete the folder or document. The permission level determines the actions that users can take on a folder or document. All Document Manager participants are automatically given the read permission. The project manager, program manager, resource manager, or administrator grants any other permissions.
Permission
Description
Read
You can do the following:
Open current and prior versions of a document.
Check out current and prior versions of a document.
Read/Write
You can do the following:
Open, read, copy, and move documents.
Check in or check out documents.
View check in/check out history.
View document versions.
View and modify document properties and permissions.
Attach processes for documents.
Add new folders and documents.
Read/Write/Delete
You have all the read/write permissions, plus you can move and delete documents and folders.
Create a Folder
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.
To view the list of folder actions, from a
Knowledge Store
or
Document Manager
page, click a folder
Actions
menu. Your access rights and permissions determine the actions that display.
You can create subfolders for a top-level folder, and subfolders for a subfolder. When you create a subfolder, the application automatically gives read/write access to that subfolder to those resources that you selected at the top level. These resources are named participants. You can select individual resources from the existing participant group and can give access to more users.
Create a Folder for a Project or Program
You can create a folder for a project or a program.
Follow these steps:
  1. Open
    Home
    , and from
    Portfolio Management
    , click
    Projects
    or
    Programs
    .
  2. Open the project or program, and click
    Collaboration
    .
  3. Select
    New Folder
    from the folder
    Actions
    menu.
  4. Complete the requested information and save your changes.
Create a Folder for a Resource
You can create a folder for a resource.
Follow these steps:
  1. Open
    Home
    , and from
    Resource Management
    , click
    Resources.
  2. Open the resource or role, and click
    Document Manager
    .
  3. Select
    New Folder
    from the folder
    Actions
    menu.
  4. Complete the requested information and save your changes.
Manage a Folder
You can manage a folder in the following ways:
Add a Document to a Folder
You can add a maximum of five files to a folder at one time.
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Open the
    Actions
    menu for the folder, and click
    Add Documents
    .
  3. Select the files to add and complete the requested information. The following fields require explanation:
    • Enable Check Out
      Indicates if resources with appropriate access can check out and edit the file.
    • Enable Versioning
      Indicates if resources with appropriate access can create another version of the file.
  4. Click
    Add
    .
Download Files from Folders
Use the
Download All
or the
Incremental Download
option to download files from a selected folder to a local zip file. The absence of these options on the
Actions
menu implies that you do not have the required permissions to download the files.
You can download:
  • All the files and subfolders in a selected folder
  • A subset of files from the selected folder. The subset includes those files that have changed since you last downloaded and those files not yet downloaded.
The zip file name is the name of the folder by default. You can select where to download the file. When you download files from a folder, the file structure is not maintained in the saved zip file.
Enable the
Enable Document Download
setting before you download files.
Download All Files
You can download all the selected files, including files in subfolders.
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Open the
    Actions
    menu for the folder, and click
    Download All
    .
    If the size exceeds the maximum for download set by your administrator, download a subset of files from the folder.
  3. Save the zip file.
Download Files Incrementally
You can download a subset of files from a selected folder. The zip file includes only files that have changed since you last downloaded them and files not yet downloaded.
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Open the
    Actions
    menu for the folder, and click
    Incremental Download
    .
    If the size exceeds the document download maximum set by your administrator, download one file at a time.
  3. Save the zip file.
Edit Folder Properties or Permissions
When you add resources to a folder, they are automatically grouped as participants with read/write access to this folder. The user who creates the folder is automatically given read, write, and delete access to the folder. You can change the permissions at any time.
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Open the
    Actions
    menu for the folder, and complete one of the following steps:
    • Click
      Properties
      to edit the folder properties.
    • Click
      Permissions
      to edit the folder permissions.
    Select
    Cascade Permissions t
    o allow a resource to transfer the rights to any documents and subfolders in the current folder.
  3. Save your changes.
Manage Documents
You can manage your documents in the following ways:
Check Out Documents
To view a document, open it in read-only mode. 
 To edit a document, check it out of a folder. When you are finished, check the document back in. If document versioning is enabled, another version of the document is created automatically. 
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Locate the document, and from the document
    Actions
    menu, click
    Check Out
    .
  3. Save the document to your desktop, and select a location for the file.
  4. Click OK.
  5. (Optional) To undo a document check out, select 
    Undo Check Out
     from the document 
    Actions
     menu. Only the user who checked out the document originally can undo a check out. Undoing a check out unlocks the document, allowing others to check out the document.
  6. To check the document back in with the changes that you made, click
    Check In
    from the document
    Actions
    menu. Browse for the updated copy in the location that was selected when you checked out the document.
Edit the Document Properties or Permissions
The user who added the document can update the document properties.
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Open the
    Actions
    menu for the document, and complete one of the following steps:
    • Click
      Properties
      to edit the folder properties.
    • Click
      Permissions
      to edit the folder permissions.
  3. Save your changes.
Copy or Move a Document
You can copy or move a document.
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Locate the document to copy or move to a different folder, and from the document
    Actions
    menu, complete one of the following steps:
    • Click
      Copy
      .
    • Click
      Move
      .
  3. Select the destination folder in the
    Select Placement
    section.
  4. Select the
    Notify Resources/Groups
    check box for users with access to this document notified about the copy action.
  5. Click
    Copy
    .
Work with Document Versions
You can use the document versioning to save a separate version of a document each time you check it in. To use the document versioning, enable the document for versioning.
When you enable versioning, you can:
  • Open and view the previous versions of a document, but you cannot modify it.
  • Copy a specific version of a document to a different folder. You require the permissions to revise the document after copying it.
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Locate the document, and from the document
    Actions
    menu, click
    Versions
    .
  3. Open the document version
    Actions
    menu, and complete one of the following steps:
    • Select
      Open
      .
    • Select
      Copy
      .
Work with Document Processes
Document processes can be effective when routing a document through an approval process. A document process can link to any associated project or program. You can send notifications and action items from the document process to the project roles and resources.
The
Available Processes
page lists all the document-related processes that your administrator created. You can use this page to start or delete a process. The
Initiated Processes
page lists the in-progress or completed processes. You can use this page to cancel a process.
To view the
Available
or
Initiated Processes
page, open the
Knowledge Store
, and from the document
Actions
menu, click
Processes
.
Follow these steps:
  1. Open the
    Knowledge Store
    page for a specific program or project, or the
    Document Manager
    page for a resource.
  2. Locate the document, and from the document
    Actions
    menu, click
    Processes
    .
  3. Click
    Available
    .
  4. Select the process and complete one of the following steps:
    • Click
      Start
      .
    • Click
      Delete
      .
Search for Specific Documents and Forms
The Global Search tool appears on the global toolbar. Use the global search field to perform a simple global search to look for specific documents. You can search for information that is saved in the application at any time. However, by default, 5 minutes elapse before new information can be searched. Your administrator determines and can change the amount of time.
To perform a basic search, click the Search icon and enter all or part of the term, then click Search. 
  • To perform a basic search, enter all or part of the search criteria. If you enter part of a term, you do not have to append your entry with a wildcard character.
    Do not place a wildcard character (asterisk or question mark) as the first character of your search criteria.
  • Search is not case-sensitive. For example, the entries Orange, orange, and ORANGE all return the same results.
  • If you enter the search phrase Resource Profile List
     
    without quotations, the application searches for items that contain any of these words in any order. However, if you enter the search phrase in quotation marks ("Resource Profile List"), only instances of the exact string are returned.
  • Do not use the following characters in basic searches:
    @ = [] {} <> 
  • The search results list contains only items that you have the right to view.
Refine a Search with Additional Search Criteria
Use an advanced search to set extra search criteria that refine your search results. Use the fields and options on the advanced search page to narrow your search. You can search according to one or any combination of the criteria. The search results include only those documents that you have permissions to view or edit.
To perform an advanced search, click the Search icon in the upper right of the page. Then click the link for Advanced that appears to the left of the search text field. Enter all or part of the search term in the Text field, complete more fields to refine your search, and click Search. The following field requires explanation:
  • mode
    –All Words show documents that match all your search words in any order. Any Words shows documents that match any of your search words. Exact Phrase shows documents that match all your search words in the order you specify.
Search Tips
Use the following techniques to perform global searches:
  • Wildcard characters
  • Boolean operators
  • Subqueries
Use Wildcard Characters in a Global Search
With the Global Search tool, you can perform single and multiple character wildcard searches. Do not use the "*" or "?" symbols as the first character of a search.
  • Single Character Wildcard Search
    The single character wildcard search looks for terms that match with the single character replaced. To perform a single character wildcard search, use the "?" symbol. 
    Example:
     To search for text or test, enter the query: 
    te?t
  • Multiple Character Wildcard Search
    Multiple character wildcard searches look for zero or more characters. To perform a multiple character wildcard search, use the "*" symbol. 
    Example:
     To search for test, tests, or tester, enter the following text: 
    test*
    You can also use wildcard searches in the middle of a term. 
    Example: 
    te*t
Use Boolean Operators in a Global Search
The Boolean operators let you perform global searches using multiple terms that are combined through logic operators. The following Boolean operators are supported: AND, +, OR, NOT, and -.
Enter the Boolean operators in all caps.
  • OR
    OR is the default conjunction operator, which means no Boolean operator exists between two terms, OR is used. The OR operator links two terms and finds a matching document if either of the terms exist in a document. This operation is equivalent to a union with sets. You can use the symbol || in place of the OR operator. 
    Example: 
    To search for documents that contain "jakarta apache" or "jakarta", use the query: 
    "jakarta apache" "jakarta" 
    or, 
    "jakarta apache" OR "jakarta"
    , or 
    "jakarta apache" || "jakarta"
  • AND
    The AND operator matches documents in which both terms exist anywhere in the text of a single document. This operation is equivalent to an intersection using sets. You can use the special character && in place of the AND operator.
    Example: 
    To search for "jakarta apache" and "jakarta CAPPM", use the query: 
    "jakarta apache" AND "jakarta CAPPM"
    or, 
    "jakarta apache" && "jakarta CAPPM"
  • + (required)
    The +, or required, operator requires that the term after the + operator exist somewhere in a field of a single document.
    Example: 
    To search for documents containing "jakarta" with or without "CAPPM", use the query: 
    +"jakarta CAPPM"
  • NOT
    The NOT operator excludes documents or forms that contain the term after the NOT operator. You can use the exclamation mark symbol (!) instead of the NOT operator. 
    Example:
     To search for documents that contain "jakarta apache" but not "jakarta CAPPM ", use the query: 
    "jakarta apache" NOT "jakarta CAPPM"
    or, 
    "jakarta apache" ! "jakarta CAPPM"
    The NOT operator cannot be used with a single term. This query returns no results: 
    NOT "jakarta apache"
  • - (prohibit)
    The -, or prohibit, operator excludes documents that contain the term after the - operator. 
    Example:
     To search for documents and forms that contain "jakarta apache" but not "jakarta CAPPM", use the query: 
    "jakarta apache" - "jakarta CAPPM"
Form Subqueries in a Global Search
Subqueries allow you to control the Boolean logic during global searches by grouping clauses with parentheses. For example, to search for documents and forms that contain either "jakarta" or "apache" and "website", include the following sub query in the query:
("jakarta" OR "apache") AND "website"
The preceding query verifies that "website" exists and that either term, "jakarta" or "apache", possibly exists.
Escape Special Characters in Global Searches
Escape special characters in global searches properly. To escape these characters, use the "\" (backslash) character before the special character. For example, to escape the special characters in a global search for (1+1):2, use the following query: 
\(1\+1\)\:2
The following table lists the special characters that you can use in global searches:
Special Character
Description
Rule
+
plus sign
\+
-
minus sign
\-
&&
double ampersand
\&&
||
double solid vertical bars
\||
!
exclamation point
\!
(
left parenthesis
\(
)
right parenthesis
\)
{
left curly brace
\{
}
right curly brace
\}
[
left square bracket
\[
]
right square bracket
\]
^
circumflex
\^
"
quotes
\"
~
tilde
\~
*
asterisk
\*
?
question mark
\?
:
colon
\:
\
backslash
\\