P6 Web Access provides document management capabilities that enable you to store, organize, manage, and access documents in a secure environment. A document is a file or work product that you create on your computer and add to your Primavera work environment.
The document management functionality available to you depends on your Primavera configuration. When the content repository is configured for use with P6 Web Access, the complete set of advanced document management capabilities is available in P6 Web Access, including check in, check out, and document reviews. When the content repository is not configured, a limited set of document management features is available, such as adding, deleting, and relating items to documents.
This topic contains the following information:
Documents features (with content repository)
Document types
When a configured content repository is installed, P6 Web Access supports up to three general classes of documents: project, private, and workgroup.
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Project documents
These are documents that a user relates to a project via P6 Web Access or the Project Management module. Any user with access to a project can relate a document to the project.
You can work with project documents from the Project Documents portlet in the Project Workspace. If you have appropriate module access, you can also work with project documents on the Projects > Documents page, if the page is included in your user interface view. Finally, if you're a member of a workgroup, you can access project documents (along with workgroup documents) from the Documents portlet on the Workgroup page.
Specifically, you can:
- Add project documents
- Delete project documents
- View or edit project document details
- View project documents
- Relate an item to a project document
- Send e-mail about a document
- View and mark up documents in Oracle's AutoVue software
- Copy or link repository documents into to the P6 repository
Note: When P6 Web Access is installed with a configured content repository, the Project Documents portlet separately lists non-content repository project documents in the WP & Docs tab.
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Private documents
Add to P6 Web Access for your own use. Private documents are not associated with any project and are available only to you. You can add private documents to the My Documents portlet on a dashboard. All private documents are stored in the My Documents portlet on the Private tab.
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Workgroup documents
These are documents added to a specific project workgroup, which can be thought of as a subset of a project. These documents are available only to members of the workgroup. On a Workgroup page, workgroup documents are stored on the Workgroup tab of the Documents portlet.
Users who have rights to a project or who are invited users can see a Workgroup and its contents.
Managing and accessing documents
Within P6 Web Access, the availability of a document and the actions
you can perform on the document depend on several factors:
- What is the access level of the document: project, private, or workgroup?
Project and workgroup documents are available only to users who have access to the corresponding project or workgroup. Private documents are available only to the person who adds them to the P6 Web Access environment. - Is the document a content repository or non-content repository
document?
A wider set of features and functions are available for content repository documents. - For content repository project documents: what is the document
security policy?
The security policy of a project document determines which actions you can perform on that document, for example, you may only be able to view a document.
Advanced document management features
If you have P6 Web Access installed with a configured content repository, a wider
set of features is available to you for managing documents for
your own
use or for the use of a specific project or workgroup.
With a configured content repository installed, you can:
- Add private or workgroup documents
- Delete private or workgroup documents
- View and edit private or workgroup document details
- View private or workgroup documents
- Share private or workgroup documents with project members
- Modify a project document'
s security policy
The content repository functionality also provides advanced document management capabilities. With advanced functionality, you can use document version control features to manage shared access to documents, organize project documents into a folder hierarchy structure, and start or participate in document reviews. Specifically, you can:
- Download documents
- Check out, check in, and undo check out documents
- Search for documents
- View a document's history
- View a document's versions
- Add, delete, and rename project folders
- Move project documents to a different folder location
- Start a document review
- Terminate a document review
- Review a document
- Send e-mail about a document
Documents features (without content repository)
When the content repository is not configured for use with P6 Web Access, you can perform limited actions on project documents only. Private and workgroup documents are not available.
Project documents are documents that a user relates to a project via P6 Web Access or the Project Management module. Any user with access to a project can relate a document to the project.
You can work with project documents from the Project Documents portlet in the Project Workspace. If you have appropriate module access, you can also work with project documents on the Projects > Documents page, if the page is included in your user interface view.
Note: When the content repository is not configured, all project documents appear in a flat list under the project name in the Project Documents portlet, regardless of whether they were added to the project via P6 Web Access or the Project Management module.
When working with project documents, you can: