Your content repository stores documents created in P6 Web Access in a folder reserved for these documents. This folder is referred to as your P6 Web Access repository.
Depending on your access privileges and configured content repository, you may have access to documents that were created outside P6 Web Access. These documents are stored in their own folders in the content repository.
With appropriate privileges, you can copy a document that was created outside your P6 applications to the P6 Web Access repository or link to the document in its own folder of the repository.
Copying the document places a duplicate of the document in the P6 Web Access content repository structure, which makes it available to view and modify in any of the Document views of P6 Web Access, including:
- Project tab of the Documents page
- Project tab of the Project Documents portlet
- Private tab of the MyDocuments portlet
- Workgroup tab of the Documents portlet in a workgroup
Copy a document that was not created in a P6 application into the P6 Web Access repository when you want to change the document or allow others with appropriate privileges the ability to modify the document.
Linking to the document in its folder in the content repository makes the document available to view but not modify in all Document views of P6 Web Access. Link to a document that was not created in a P6 application when you want to preserve the document in its original form while viewing and allowing others to view the document.
I want to:
- Copy a document into the P6 Web Access repository structure
- Link to the document in its current repository location
Copy a document into the P6 Web Access repository structure
- In your Document view, click the arrow
of the Add Document
menu.
- Select Add from content repository.
- In the Select Document dialog box, expand the tree to find the document you want to open, or search for the document.
- Select the document.
- Choose Copy selected document, then click OK.
The copied document displays in the folder that you selected to contain the document. You can complete all available document management functions on the copy, which has no relationship to the original document.
Link to the document in its current repository location
- In your Document view, click the arrow
of the Add Document
menu.
- Select Add from content repository.
- In the Select Document dialog box, expand the tree to find the document you want to open, or search for the document.
- Select the document.
- Choose Link to selected document, then click OK.
The file displays in the folder you selected in your document view, indicating that you have created a link to the file in its location in the content repository.
You can view and download the linked document, but you cannot complete document management functions on it. Select to link to the document when you want to maintain the integrity of the original document by not allowing changes to be made to it. The linked document can be managed only through the user interface of the content repository.