Managing Project Files: Operations with Files

On the Manage Project Files by Tag (PM509000) and Manage Project Files by Record Type (PM509500) forms, you can review file details, check the file out or in, or upload a new version.

Working with Files

On both the Manage Project Files by Tag (PM509000) form and the Manage Project Files by Record Type (PM509500) form, you manage files through the File Details pane toolbar and the row-level More menu (to view this, click …). Here you'll find buttons and commands to:

  • Download the latest version of a file
  • Upload a new version (with a maximum size of 25,000 KB)
  • Open the file on the File Maintenance (SM202510) form
  • Check the file out or in
  • Link the file to a project-related record or another project
  • Delete the file
Attention: The visible and available buttons and menu commands depend on your user role's access level.

On the Manage Project Files by Tag form, you can also perform the following operations:

  • Upload files
  • Remove the link to the file from a record

Checking Out a File

You check a file out to edit it and prevent others from making changes or deleting it. To do this, click Check Out on the File Details pane or on the row-level More menu (click …) of the Manage Project Files by Tag (PM509000) or Manage Project Files by Record Type (PM509500) form. In the Check Out File dialog box, enter a reason and then click OK.

When you're done editing the file, make it available to other users by clicking Undo Check Out on the File Details pane or on the row-level More menu (click …).

Uploading a Duplicate File

On the Manage Project Files by Tag (PM509000) form, a file you’re trying to upload may already be attached to the selected project. If the new file has the same name and extension as the already attached file, the system prompts you to choose how to proceed.

When you click Upload Files on the toolbar of the form’s central pane, the system opens the Upload Files dialog box, temporarily adds the file on the form, and shows its summary information. In the dialog box, you can:

  • Cancel the upload
  • Upload the file as a new file
  • Upload the file as a new file

Similarly, if you try to upload a file with the same name and extension on the Manage Project Files by Record Type (PM509500) form, the Upload Files dialog box opens and prompts you to choose how to proceed.