Manage Project Files by Record Type

Form ID: (PM509500)

Attention:

This form appears only if the Document Management feature is enabled on the Enable/Disable Features (CS100000) form.
This form shows only files attached to a record—not to a record’s detail lines. To see these files, you use the Files menu on the form title bar of the record’s entry form.

On this form, you can manage all the files related to a project and its related records. The files are organized by record type—such as a change order, project issue, or project task. For details, see Managing Project Files: Centralized File Management.

Important: If you have access to a form, you can access its attached files regardless of the tags assigned to the files.

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 for which files linked or attached to project-related records 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: Record Types

In this pane, you can select a record type; the central pane shows the list of files attached or linked to records of this type. The system shows only record types that you have access to. For details, see Managing Project Files: Centralized File Management.

Central Pane

In this pane, you can view and take action on the listed files. These files are attached or linked to records of the record type selected in the Record Types pane. The name of the central pane reflects the selected record type.

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

Table 1. 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).
Upload Files	Opens the File Upload dialog box, which you use to upload a new file (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	Reverses the checking out of a file that you previously checked out. This makes the file 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 the 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 2. Link File to Document Dialog Box
Element	Description
Record Type	The type of the project-related 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 3. Table ColumnsThe central pane has a table with the following columns.
Column	Description
Record Information	The name of the record and the record identifier, which is also a link that you can click to open the record.
File Information	The file name, the number of the latest version, the size of the latest version, the uploader's username, and the upload date of the latest version.
Tags	The tags that are assigned to the file.
More Button	The button you can click to open 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. The 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.

Table 4. 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 5. 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 a 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.
Checked 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 6. Versions TabThe tab lists the file versions.
Column	Description
Version	The version number, uploader, upload date, and size.

Table 7. 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 8. 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.