Manage Project Files by Tag

Form ID: (PM509000)

Attention: This form appears only if the Document Management feature is enabled on the Enable/Disable Features (CS100000) form.

On this form, you can manage the files attached to a project and its related records. These files are organized by tag. The system shows the files you have permissions to work with, based on your access rights to their assigned tags. For details, see Managing Project Files: Centralized File Management.

Attention: The visible and available tags, buttons and menu commands depend on your user role's access level.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Summary Area

This area contains the basic settings of the project whose related files are shown on the form.


Element	Description
Project	The identifier of the project whose files are shown on the form.
Project Status	The status of the project.
Project Manager	The identifier and name of the employee who’s responsible for managing the project and authorized to approve its tasks and task activities.
Project Start Date	The date when the project starts.

Left Pane: Tags

In this pane, you can select a node to view a list of files in the central pane:

Click All Files to view files with all tags, as well as untagged files.
Click All Tags to display files with all tags; untagged files are not shown.
Click any tag under All Tags to see files with that tag. These tags may be organized hierarchically.
Click Untagged to view files with no tags.

For details, see Managing Project Files: Configuration of Tags and File Access.

Central Pane

In this pane, you can view and take action on the listed files. The files depend on what you’ve selected in the Tags pane. The name of the central pane reflects the selected tag.

Table 1. Pane ToolbarThe pane toolbar includes the elements described below.
Button	Description
Download All	Downloads all listed files to a ZIP archive. This button appears if no files have been selected.
Download	Downloads the file or files you’ve selected. This button appears in place of the Download All button if you select at least one file.
Delete	Opens a dialog box in which you can confirm the deletion of the selected files or cancel it. The button appears if your user role has the Delete access level to the tag or tags assigned to the selected files. In this case, the button becomes available if you’ve selected at least one file.
Upload Files	Opens a window in which you can select files for uploading.

Table 2. Row-Level More MenuThe menu includes the commands described below.
Command	Description
Download	Downloads the latest version of the file in the row.
Upload New Version	Opens the File Upload dialog box, which you use to upload a new file version (with a maximum size of 25,000 KB).
Show Details	Opens the file on the File Maintenance (SM202510) form.
Check Out	Opens the Check Out File dialog box, which you use to check the file out. While you have the file checked out, other users are prevented from editing it.
Undo Check Out	Removes the checking out of a file that you previously checked out. It becomes available for other users to edit.
Link File to Document	Opens the Link File to Document dialog box, which you can use to link the file to a project-related record or records. The system shows all the records to which the file is linked on the Entities tab of the File Details pane.
Remove Link	Removes the link between the file and the record that it was linked to. If multiple records are linked to the file, the system removes links one by one starting from the first record that the file was linked to. You can see the related records on the Entities tab of the File Details panel. This command is shown if the file has been linked to at least one record.
Delete	Opens a dialog box in which you can confirm the deletion of the selected files or cancel it. This command appears if your user role has the Delete access level to the tag assigned to the file.

Table 3. Link File to Document Dialog Box
Element	Description
Record Type	The type of the record to which you want to link the file.
The dialog box toolbar has only standard buttons. The dialog box has the following columns.
Included	A check box that you select if you want to link the file to this record.
Document Type	The specific type of the record or document. For some selected record types, such as Bills and Adjustments, multiple types are available; for others (for example, Project Tasks, there’s only one type.
Document Number	The record identifier, which is also a link that you can click to open the record.
The dialog box has the following buttons
Link	Links the file to the selected record or records.
Cancel	Closes the dialog box and cancels the linking of the file to the selected record or records.

Table 4. Table ColumnsThe central pane has a table with the following columns.
Column	Description
Included	A check box that you select to act upon this file.
File Preview / File Type Icon	A file preview for an image, or a file type icon for any other. If you click the image, it opens in a full-screen view.
File Information	The file name, the number of the latest version, and the size of the latest version.
Upload Information	The uploader's username and upload date of the latest version.
Tags	Tags that are assigned to the file.
More Button	The button that opens the row-level More menu.

Right Pane: File Details

In this pane, you can view additional information about and take action on the file selected in the central pane. This pane appears when you click a row with a file in the central pane.

For PDF files and images, a preview area is available. To preview the file or the image, you click the row with the file in the central pane. If you click the image, it opens in a full-screen view.

The pane toolbar includes buttons and commands that are specific to this pane. These pane-specific commands (listed below) can be shown as buttons on the pane toolbar or as commands on the More menu.

Attention: The visible and available buttons and menu commands depend on your user role's access level.

Table 5. Pane Toolbar
Command	Description
Download	Downloads the latest version of the selected file.
Upload New Version	Opens the File Upload dialog box, which you use to upload a new file version (with a maximum size of 25,000 KB).
Show Details	Opens the file on the File Maintenance (SM202510) form.
Check Out	Opens the Check Out File dialog box, which you use to check the file out. While you have the file checked out, other users are prevented from editing it.
Undo Check Out	Removes the checking out of a file that you previously checked out. It becomes available for other users to edit.
Link File to Document	Opens the Link File to Document dialog box, which you can use to link the file to a project-related record or records. The system shows all the records to which the file is linked on the Entities tab of the File Details pane.
Remove Link	Removes the link between the file and the record that it was linked to. If multiple records are linked to the file, the system removes links one by one starting from the first record that the file was linked to. You can see the related records on the Entities tab of this panel. This command is shown if the file has been linked to at least one record.
Delete	Opens a dialog box in which you can confirm the deletion of the selected files or cancel it. This command appears if your user role has the Delete access level to the tag assigned to the file.

The File Details pane has the following tabs.

Table 6. Summary Tab
Element	Description
File Name	The name of the file, which you can change if you have the Create Version, Upload, or Delete access level to the tag assigned to the file.
Tags	The tags that are assigned to the file. You can add or delete tags if you have the Create Version, Upload, or Delete access level to the tag assigned to the file
Checked Out By	The username of the user who checked out the file. The box appears only if the file has been checked out.
Check Out Comment	A comment that explains the reason for checking out of the file. The box appears only if the file has been checked out.

Table 7. Versions TabThe tab lists the file versions.
Column	Description
Version	The version number, uploader, upload date, and size.

Table 8. Entities TabThe tab lists records that the file is linked to.
Column	Description
Record Type	The type of the record that the file is linked to.
Record ID	The identifier of the record that the file is linked to. This identifier is also a link that you can click to open the record.

Table 9. Note TabOn this tab, you can add a text note about the file or view a note that has been added.
Element	Description
Text box	A box in which you can enter additional information about the file.