If you have P6 Web Access installed with a configured content repository and workflow repository, you can:
- Create and edit a new template
- Copy an existing template to create a new document
- Change a template document's access level
What is a template document?
A template document is a document which you can copy to create new documents
in P6 Web Access. Template documents are beneficial when you have an existing
document that you want to use as a basis for creating subsequent documents.
For example, you may have an Excel (.xls) document that each project member is required to use to create a monthly expense report. You can add this document as a template document to the project. All users who have access to the project can copy this existing template document each time they want to create their own expense report for the current month. When changes are made to the template document, all users who have access to the project can easily create documents from the updated template document.
Note: The availability workflows, template documents, and related features requires the installation and configuration of the P6 Web Access workflow repository. For information, refer to your P6 administrator.
Create and Edit Template Documents
If you have the appropriate privilege, you can create and edit template documents. When creating template documents, you can:
- Create a template document in the Project Documents portlet
- Create a template document on the Projects > Documents page
To create a new template document from the Project Documents portlet
- Click
on the Projects toolbar to display the Project Workspace.
- If multiple projects are open, choose the project you want to work with from the Select Project list.
Note: If a single project is open, the Select Project list does not appear. When multiple projects are open, the Select Project box lists all open projects you have rights to access. Any action you perform, and all data that appears on the page, applies to the selected project only.
- In the Project Documents portlet, from the Add Document drop-down list, select Create new template. The Select File dialog box appears.
Tip: If the Projects Documents portlet does not appear on the Project Workspace, click Customize, then mark the Project Documents checkbox in the Project section.
- Select a file then click OK.
- Click
to update the document's details.
- Click Save.
To create a new template document from the Projects > Documents page
- Click
on the Projects toolbar to display the Documents page.
- If multiple projects are open, choose the project you want to work with from the Select Project list.
Note: If a single project is open, the Select Project list does not appear. When multiple projects are open, the Select Project box lists all open projects you have rights to access. Any action you perform, and all data that appears on the page, applies to the selected project only.
- On the Documents page, from the Add Document drop-down list, select Create new template. The Select File dialog box appears.
- Select a file then click OK.
- Update the document's details.
- Click Save.
Copy an Existing Template Document
Once a template document is created, you can copy the project template document and use it to create subsequent private, workgroup, and project documents.
- Copy a template document in the Project Documents portlet
- Copy a template document on the Projects > Documents page
To copy an existing template document, you must first access the Add Document drop-down list in the Project Documents folder for the document.
To copy an existing template document from the Project Documents portlet
- Click
on the Projects toolbar to display the Project Workspace.
- If multiple projects are open, choose the project you want to work with from the Select Project list.
Note: If a single project is open, the Select Project list does not appear. When multiple projects are open, the Select Project box lists all open projects you have rights to access. Any action you perform, and all data that appears on the page, applies to the selected project only.
- In the Project Documents portlet, from the Add Document drop-down list, select Copy from existing template. The Select a template to copy from... dialog box appears.
Tip: If the Projects Documents portlet does not appear on the Project Workspace, click Customize, then mark the Project Documents checkbox in the Project section.
- Search for a or either select a template from the list.
- Click OK.
- Click
to update the document's details.
- Click Save.
Tip: You can access all template documents that exist for the project.
You can also add a new template from the My Documents portlet and the Documents portlet in the same way.
To access the Add Document page for a
- Private document - From the My Documents portlet on a dashboard, click Add Document.
- Workgroup document - From the Documents portlet of the
Workgroup page, click Add Document.
Tip: If the Projects portlet does not appear on the Project Workspace, the My Documents portlet does not appear on a dashboard, or if the Documents portlet does not appear on the Workgroup page, click Customize at the top of the page to set options to display it.
You can delete a template document just like you delete a project document.
To copy an existing template document from the Projects > Documents page
- Click
on the Projects toolbar to display the Documents page.
- If multiple projects are open, choose the project you want to work with from the Select Project list.
Note: If a single project is open, the Select Project list does not appear. When multiple projects are open, the Select Project box lists all open projects you have rights to access. Any action you perform, and all data that appears on the page, applies to the selected project only.
- On the Documents page, from the Add Document drop-down list, select Copy from existing template. The Select a template to copy from... dialog box appears.
- Search for a or either select a template from the list.
- Click OK.
- Update the document's details.
- Click Save.
Tip: You can access all template documents that exist for the project.
You can also copy a template from the My Documents portlet and the Documents portlet in the same way.
To access the Add Document page for a
- Private document - From the My Documents portlet on a dashboard, click Add Document.
- Workgroup document - From the Documents portlet of the
Workgroup page, click Add Document.
Tip: If the Projects portlet does not appear on the Project Workspace, the My Documents portlet does not appear on a dashboard, or if the Documents portlet does not appear on the Workgroup page, click Customize at the top of the page to set options to display it.
You can delete a template document just like you delete a project document.
Change a template document's access level
Changing the Access Level for a Template Document
If you want to make a template document available only to you, you can change
the access level of the document from Public to Private or to Workgroup.
Once you change the access level for the document, it is no longer considered a template document and other users who have access to the project can no longer create new documents from it.
To change the access level
- From the Project Documents portlet or on the Documents page, select the document.
- Select the Make Private menu then complete one of the following:
- Click
to make the document private
- Click
to make the document a project document
- Click
to make the document a workgroup document