Use the Document Details dialog box to view a project document's details. Also, with the appropriate access, based on a document's security policy, you can edit a document's details.
Document Details contains five tabs; General, Description, Related Items, Version, and History.
The Review Status information is located on the Version tab. Click the link under Review Status to access the document's review status.
General
The General tab displays general document information. Only six fields on this tab may be edited; Title, Security Policy, Template Document, Owner, Document Category, and Reference Number:
- Title is a required field. Update this field with a new title for the document.
- Security Policy is displayed in a drop-down menu and there are three security options; Personal, Read-Only, and Shared. Personal means that only the user who added the document can view, modify, or delete the document. Read-Only means the document can be viewed by all team members, but cannot be modified or deleted. Shared means a document can be viewed, modified, or deleted by all project team members.
- Template Document, if checked, allows the document to be used as a template. This template in turn can be used to create new documents.
- Owner is the person who is responsible for the document. You can browse to assign this person to this field.
- Document Category is a classification that can be used to organize various documents. The category is set up in the client/server application by the user.
- Reference Number is the documents reference or catalog number. The reference number is defined by the user.
The remaining fields on the General tab are Read-Only:
- Access Level determines who can access the document. There are three access levels; Project, Workgroup, and Private. Project means if you have access to the project, you will have access to this document. Workgroup means if you are included in the workgroup you will have access to this document. Private means only the user who created the document will have access.
- Author is the person who authored or created the document.
- Version is the latest, or most current version of the document.
- Last Modified By lists the name of the person who last modified the document.
- Modified Date lists the date and time the document was last modified.
- Format lists the application format that document was created in or checked in as, after being updated.
- Size indicates the document size in KB.
- Review Status indicates if the document is under review and lists the current status. If there document is not under review, this field is blank. The review statuses are Blank, In Review, Approved, Rejected, and Terminated.
Description
The Description tab display all of the notes specific to the document. Enter and format notes about the document on this tab.
Related Items
The Related Items tab displays all items that are related to the document by name and description. Related items can include activities, documents, WBS, or issues.
To relate an item:
- Click the icon for the type of item you want to relate.
to relate an activity or WBS element
to relate an issue
to relate a document
- Navigate to the item.
- Click OK, then click Close.
Version
The Version tab displays information about the versions of the document.
- Version lists all of the document's versions as links. Click on the version number's link to view the document. When you click the version number, you will also be able to view and update Review Details.
- Review Status is a link that indicates if the document is under review and lists the current status. If there document is not in review or if the review has been completed, this field is blank. If the document is in review, click the link to open the review details for any version of the document.
- Modified By lists the name of the person who last modified the document.
- Modified Date lists the date and time the document was last modified.
- Comments lists any comments entered when a checked out document was checked back in.
The Version tab also included information about document Review Details. Click on the link for the Review Status to view Review Details.
Review Status
To access Review Status, you must click the Version tab, then click the Review Status link. If no link is available under Review Status, no review exists for the document.
Note: A document with a security policy of Personal cannot be reviewed. The security policy must be Shared or Read-Only for a document to be available for review.
The Review Status dialog box displays the details of the document's review.
- Name indicates the title of the document in review.
- Description indicates any description of the document.
- Initiator indicates the name of the person who initiated the review, as well as the date and time the review was initiated.
- Due Date indicates the date the review must be completely reviewed by all reviewers.
- Review Status indicates the document is under review and lists the current status. The review statuses are Blank, In Review, Approved, Rejected, and Terminated.
- Review Type indicates the review type of the document. The review types are Anyone May Review, Everyone Must Review, and Everyone Must Review in Sequence.
- Pending Reviewers indicates the reviewers who still need to review the document.
History
The History tab displays the history of the document.
- Date lists the date and time the document was last modified.
- User lists the name of the user who last modified the document.
- Action lists what action the user made with the document.
- Version lists the version of the document that was modified.