New User Experience: Project Documents and Links

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Project teams can share project documents and organize links 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.
 
2
 
 
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 PPM links and external links to other sites, documents, and content. Use the LINKS page as a central hub for all of the internal and 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 user-friendly link name to identify the link. The application also attempts to show an icon or image for your URL.
    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 a category or 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.
You can also add links in individual tasks and in other locations in Classic PPM. When adding file:// protocol links, the following browser limitations apply:
  • File:// protocol links are not supported in the 
    New User Experience
    .
  • File:// protocol links are accessible only in Microsoft Edge, and, while it is still supported by Classic PPM only, Internet Explorer 11.
  • File:// protocol links are not accessible in Chrome, Firefox, and Safari browsers.
Because file:// protocol links can be defined on the Classic Project Links page, they show on the New UX Project Links page. However, they are not supported. In recent testing, they often do not work as expected.
If you need file:// protocol links on your projects, we suggest the following strategy:
  1. Remove the LINKS module from the project blueprint.
  2. Create a Channel module that brings users to the Classic Project Links page.
Because the 
New User Experience
 does not support task-level links, users won't encounter this issue at that level.
Configure Dynamic Links to Other CA PPM Application Pages
You can configure dynamic links with placeholder information using supported system variables. When users click these links, current values replace the variables. You can add a single dynamic link that takes users to specific pages with personalized attributes in the URL. Examples include classic PPM pages, Microsoft Sharepoint sites, and other content pages.
Because the raw URLs use dynamic variables, you can copy and paste them to multiple projects or use the same links in templates (associated with blueprints) for consistency among all your projects. Hover over a link to see the resolved URL. Similar dynamic link options are available with the Channels feature. Administrators can define up to five (5) channels that provide business users with dynamic link capabilities without leaving the current project page in the New User Experience. See New User Experience: Configure Blueprints for Projects and Investments.
This feature supports the following dynamic link data:
Link Goal or Target:
Variable in URL:
1
 
Project ID
: To link to content for the current project by ID, insert the 
internalID
 variable.
{internalID}
2
 
Project Code
: To link to content for the current project by code, insert the 
code
 API attribute ID variable.
{code}
3
 
User
: To personalize the link for the current user, insert the 
userName
 variable.
{userName}
4
 
Project Manager
: To link to content for the current project manager, insert the 
manager
 variable.
{manager}
5
 
Project Name
: To link to content for the current project by name, insert the 
name
 variable.
{name}
Dynamic Link Example 1: Links from New UX to Classic PPM
 
You want to define a single generic link that you can use with multiple projects. You want the link to capture the current project ID and open the Team Role Capacity page in Classic PPM.
  • The following example shows the abstract URL that you can enter on the project Links page:
http://<ppm_server>/niku/nu#action:projmgr.invRoleCapacity&id=${internalID}
  • The following example shows the fixed URL for the clickable live link with resolved values for the variables:
http://<ppm_server>/niku/nu#action:projmgr.invRoleCapacity&id=5001234
Dynamic Link Example 2: Concatenate or Join Link Parameters
The following example shows how you can concatenate specific variable strings in a URL with an ampersand (&):
http://<my_sharepoint_server>/ProjectManager=${manager}&ProjectCode=${code}
Dynamic Link Example 3: Security Based On User Access Rights
The following example walks through the steps that reveal the security behavior that applies when different users click on your dynamic links.
  1. As an administrator, you configure a project link with the following dynamic URL to an external application:
     http://some.link?id=${internalID}&projectName=${name} 
     
  2. You set up two users:
    1.  
      PM_user_A
       has global access rights for viewing all projects.
    2.  
      test_user_B
       has only instance-level view rights on project P1.
  3. In this example, we are only concerned with access to the external application in the context of the following two projects:
    1.  
      P1
      : internalId 5001084
    2.  
      P2
      : internalId 5001083
  4. When each user clicks the same link, CA PPM checks their global and instance view rights on each project before returning any project data.
  • The abstract link for PM_user_A resolves to fixed parameter values for the project ID and name for both projects.
  • The abstract link for test_user_B only resolves to fixed parameter values for the P1 project. The link for the P2 project would not return valid data for test_user_B. Only the internal project ID (5001083), assuming this user could get to a source page for that project, would be passed but not the project name because this user does not have permissions.
Upload Documents
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.
 
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 animated image 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
    .