Documents - Overview

The Documents application provides an area for team members to store, share, and collaborate on workspace documents. Maintaining a central repository of documents ensures that workspace information is always available and that document changes can be tracked and approved by project managers.

Note: If your enterprise has DeskDocs enabled, you can download the configuration utility from the Documents tab or the Actions menu of the workspace Documents application. For more information, see DeskDocs Overview.

There are two Documents applications:

Global Documents Application—The global Documents application is accessible from the Documents tab and displays all the documents you have permission to view, from all of your Workspaces.

To open the Documents application, click the Documents tab. If you do not see the tab, the application may be hidden or you may not have permission to access it. For more information about using global application tabs, see Using Global Tabs.
Workspace-level Documents Application—The workspace Documents application includes two views: List View and Folder View which are available from the Workspace Menu.

To open the workspace-level Documents application, click the Projects tab, click the workspace name, and then click Documents in the Workspaces Menu. For more information, see Workspace Documents Overview.

In PPM, a document is any file that you add to your workspace using either Documents application. Workspace teams often consist of a variety of team members with a range of skills and knowledge. Each of these team members might have documents to contribute, or input to documents that other team members create. The Documents application make this easy to do.

Once a document has been added to your workspace, you can download it for reading or editing. If you make changes to the document you can upload a revised version to the workspace so your team members can see your changes. You can also attach comments to a document, edit the details of a document, and track the different versions of a document that have been created.

Example

A marketing manager has a workspace to help manage a team responsible for producing new marketing materials. The team includes a writer, an editor, a graphic designer, and the marketing manager. When the writer adds a document with content for a brochure, the editor is automatically notified. The editor then downloads the file, revises the text, and uploads the revised document. (A new document version is created automatically.) The graphic designer uses the document to create a prototype of the new brochure and uploads that prototype as a second document, related to the first one. After all appropriate team members have provided their input, the document can be submitted to the marketing manager for review. The manager can give her approval or rejection from within Changepoint PPM.