When P6 Web Access is configured to use the content repository, the Projects > Documents page displays a list of folders that contain documents related to all open projects.
Within the Documents page, you can view, check in, check out, and download selected documents from one or more projects, associate additional items with a selected document, and compare documents across projects.
With appropriate privileges, you can edit document information or use a selected document as a template for creating new documents of the same type for multiple projects.
I want to
Read these tips before you start
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The actions that are available for a document depend on the document security policy.
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The ability to start a review is only available with an installed and configured workflow repository. For information about the status of your workflow repository, see your P6 administrator.
Depending on the configuration of your content repository, the ability to search by author may not be available. For information about Web Access features supported by your content repository, see your P6 administrator.
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If P6 Web Access is used with the Oracle Universal Content Management content repository, your Project Workgroup documents display in the search results from the MyDocument portlet.
Project Tab
View project documents
The Project tab provides a list of folders of each open project. By expanding a folder and selecting a document it contains, you can view document details.
Project Tab Toolbar Tasks
- Click Refresh
to update the view of the Projects tab, .
- Click Add Document
or click the arrow
of the Add Document
menu and select
to Add document menu options and add project documents (with content repository),
- Click the arrow
of the View
menu to select options for viewing and downloading documents.
- Click the arrow
of the Add Document
menu, then select Add from content repository to copy or link to a repository document that was created outside of the P6 content repository folder. See Copying or linking repository documents into to the P6 repository for more details.
- Click the arrow
of the View
menu and select View in AutoVue to view or add mark up to a repository document or graphic in Oracle's AutoVue. This option is available when a content repository is installed and your P6 administrator has configured the appropriate privileges and project access for you. See View repository documents in Oracle's AutoVue for more details.
- Click the arrow
of the Change Access
menu to select options for changing access privileges to documents. See change access menu options.
- Click Delete Predecessor
to delete the predecessor relationship of the selected activity. See delete.
- Click the arrow
of the Check In/Check Out
menu to select options for checking in and checking out documents, and for undoing a check-out. See options of the check in/check out menu.
- Click Start Review
to open a dialog box in which you can complete a review of a selected document and provide comments and approvals. See Start review icon and review a document.
- Click Add to Recent
to add the selected document to the recent documents list.
- Click the arrow
of the Cut/Paste
menu to select options for cutting and pasting a document to move it to a different location. See cut/paste menu options.
- Click Email
to email a document to privileged recipients. See send a document in email.
- Click the arrow
of the Search
menu to select options for keyword searches and clearing search results to locate documents. See search for a document.
Depending on your privileges, selecting a document in the Projects tab causes the following Document Details tabs to display with information about the selected document:
WP & Docs Tab
View work projects and documents created without a content repository
The WP & Docs tab enables you to view in Web Access the list of documents that were created in P6 Project Management, without a content repository.
WP & Docs Tab Toolbar Tasks
- Click Refresh
to update the view of the WP & Docs tab.
- Click Delete Predecessor
to delete the predecessor relationship of the selected activity. See delete.
- Click Email
to enable you to email a document to privileged recipients. See send a document in email.
Depending on your privileges, selecting a document in the WP & Docs tab causes the following Document Details tabs to display with information about the selected document:
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.
- 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.
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.
To perform an action on a document
In addition to viewing document details, you can also add and edit documents and folders. Click an icon on the Documents toolbar to perform the following functions:
Tips:
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The actions that are available for a document depend on the document security policy.
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The ability to start a review is only available with an installed and configured workflow repository. For information about the status of your workflow repository, see your P6 administrator.
Refresh Click Refresh to update the view of content listed in the Project or WP & Docs tabs of the Documents page.
Add Document Options from the Add Document menu enable you to:
- Add document
opens the Select File dialog box from which you can select a document to add to a project. See Add project documents for more information.
- Copy from existing template Opens the Select a Template to Copy From dialog box, in which you can select a template to use for making a new document. See copy a document from an existing template for more information.
- Create a new template Opens the Select File dialog box, in which you can choose a file from your hard drive or a remote location to use as a new template.
- Add a Folder
Creates a new document folder for a project. Opens the Add Folder dialog box in which you can select a name and security policy for the new folder, which is then displayed in the project folder. See Add a folder for more information.
Notes:
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When you open the Documents page within a portlet, the
Edit Details icon is available from the toolbar. Selecting a document, then clicking Edit Details opens the Document Details dialog box, which provides information about the document and editable fields in the General, Description, Related Items, Version, and History tabs. (See document details or folder details for more information.)
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When you open the Documents page from the Projects toolbar of Web Access, the Edit Details icon is not displayed. Selecting a document from the Projects tab or the WP & Docs tab causes related Document Details tabs to display.
View Options from the View menu enable you to:
- View a document
Opens a read-only copy of a selected document in a new browser window. See view for more information.
- View with AutoVue
Starts Oracle's AutoVue in Web Access for viewing and marking up documents of multiple formats including files developed in Computer Aided Design (CAD) and Computer Aided Manufacturing (CAM) applications. This feature is available if your P6 Web Access system is configured with a content repository. For more information about Oracle's AutoVue, see the AutoVue online help and product documentation.
- Download
Saves a copy of the document to your local machine or another specified location. See download for more information.
Change access level Options from the Change Access menu enable you to change access privileges to documents, including:
- Make Private
Change Access makes a document accessible only to the owner of the document. See access for more information.
- Assign to Project
Opens the Select Project dialog box, in which you can reassign a document to another project.
- Assign to Workgroup
Opens the Select Workgroup dialog box, in which you can reassign a document to another workgroup.
Delete to delete a selected document. See delete for more information.
Check In/Check Out
Options from the Check In/Check Out menu enable you to:
- Check In
Unlocks a checked out document and enables you to upload an updated copy of the document, or a new document, from your local machine. This link is enabled only if you have checked out the selected document, and have the appropriate security privilege assigned in the Project Management module.
- Check Out
Saves a copy of the document to your local machine or another specified location and locks the document to prevent other users from making simultaneous updates to it. When a document is checked out, users can still view and download the document, but they cannot modify, delete, or check it out. This link is enabled only if the document is not already checked out or under review.
- Undo Check Out
Unlocks the document and makes it available for other users to download, modify, delete, or check it out. This link is enabled only if the document is checked out and you are the user who checked out the selected document, or an Admin superuser.
Note: See check in, check out, undo checkout for more information.
Start Review Opens the Start Review dialog box, in which you can review a document if you have the appropriate privileges. For more information, see Reviewing a document.
Add To Recent Documents Adds the selected document to the recent documents list.
Cut/Paste
Options from the Cut/Paste menu enable you to:
Cut a document before pasting it in a new location.
Paste a document in a new location.
Note: See cutting and pasting documents for more information.
E-mail Opens a new e-mail message that includes a link
to the document and basic details such as the project and document
names and the document version. You specify the recipients and can
edit the subject and body of the message before sending it. See e-mail for more information.
Search Options from the Search menu enable you to:
Open the Document Search dialog box, in which you can enter text for a keyword search, selecting to search for the key words within the title and contents of all documents in the projects, only within current versions or across all versions, and limiting results if desired. See search for more information.
- Clear search results Clears the results of a previous search.
Note: The ability to search by author is available if your content repository supports this feature. For information about Web Access features supported by your content repository, see your P6 administrator.
Field Definitions
- Title
- The identifying name of the document. You can type a new name.
- Access Level
- Enables you to change the document to a private document and displays the
name of the project to which the document currently belongs.
To remove the document from the project, and make it a private document so it is only available for you to view, choose Private.
To make the document available to all associated with a project, choose Project.
- Security Policy
- Displays the security policy applied
to the document. The
security policy defines the access rights users have to the document
and the tasks
they can perform on it. If you are the document owner, this field is
enabled and you can choose a different
security policy. more>>
Note: This field is removed if you change the document Access Level to Private.
- Author
- The person who created, or added the document in P6 Web Access.
- Version
- The latest version number of the document.
- Last Modified By
- The last person to update or perform an action on the document.
- Modified Date
- The date of the document's last update.
- Document Category
- A classification used to organize various document types.
- Format
- The file type associated with the document.
- Size
- The file size of the document, measured in KB.
- Review Status
- Indicates whether the document is under review. If the document is not under review, this field is blank.
- Owner
- The person responsible for the document. To change the owner, click
.
- Reference Number
- The document's reference or catalog number.
- Template Document
- Used to indicate that the document is a document template. Mark this field to use this document as a template for creating new documents.