Managing project documents compatible with the PDF Viewer

00:05

In this video,

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we will view a document in the PDF

00:08

viewer and gain some familiarity with its functionality,

00:11

explore what happens when the published workflow is rejected,

00:15

and complete the workflow to publish a document.

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So let's take a look.

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Now I'm logged in as the project manager for this project,

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and I can see that this document is awaiting review.

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I have also received an email notification with

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a link to the document to be reviewed.

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I can click on this link to open that document in the web application.

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Again,

00:44

the role doesn't matter when working with documents,

00:47

just that the user has the correct license.

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The role only comes into play when dealing with work flows,

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as it is often a specific role

00:55

that is called out to perform

00:57

specific tasks.

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In this case,

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for this document,

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using the

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document approval workflow,

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it is the person with the project manager role

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who is in charge of reviewing this document

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and deciding whether to publish it or not.

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While you can upload files of practically any type into Upchain,

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only certain file types are compatible with the PDF viewer.

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Again,

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review the help documentation for a full list of compatible file types.

01:29

We have uploaded the project plan as a Word document,

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and this document is compatible with the PDF viewer.

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For someone who wishes to review the document without having

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to download it and open it in its native program,

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you can use the PDF viewer

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to view it directly in the web application.

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To open the document in the viewer,

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click the Action menu beside the document,

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and you can select open PDF web viewer.

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You'll only see this option for file types that are compatible.

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Alternatively,

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if the document has a preview,

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you can see that it is clickable.

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So clicking on this image

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will also load the document into the PDF viewer.

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We will not spend a long time on the PDF viewer.

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You can find more information on all

02:18

of its functionality in the help documentation.

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But to give you an idea,

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there are many actions that you can take to create a markup of this document.

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You can annotate the document with a variety of

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shapes,

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texts,

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comments.

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Uh,

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stamps,

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images,

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call outs,

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and so on,

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and you can also measure the document if perhaps you're viewing a drawing.

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Here,

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I want to point out

02:53

that the rules are incorrect.

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I'm also going to add in a comment to say that the timeline

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has been extended,

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so these dates will need to be updated as well.

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So you can see there are lots of different tools you can

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use to describe what changes need to be made to this document.

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You can also save these annotations as a markup.

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This means that others who also open this document

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are able to view

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these markups.

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You can also download a copy of this PDF with its annotations from the menu here.

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Or you can just download without any markups using this button here.

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Now to communicate the changes that need to be made,

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you have several options.

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You could fully track the required changes

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to this document using an investigation request.

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You could,

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using the Gantt chart,

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You could create a project task.

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And you could associate the documents

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to this project task,

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and assign it to the correct person.

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Or you could simply download this document with its annotations

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and attach it to an email or some other

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form of communication.

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Review the help documentation for more information

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on the tools available in the PDF viewer

04:56

and some of the options that you have for tracking work in Upchain.

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Now,

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because changes are needed to this document,

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it is not ready to be published.

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So I will reject the workflow.

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Logged back in as the mechanical manager,

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I can see that the document is still in a draft state

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even though the work flow has been completed.

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That's my first clue.

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I have also received an email that indicates the published was declined.

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So I could

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load the document into the PDF viewer

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and review the markup that was created

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and indicated to me by my project manager.

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Whatever method they chose to communicate what changes were needed,

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I now need to make a change to that document.

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So we'll do that by checking it out,

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then I can make the changes to that document as required.

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And now I need to check it back in.

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I could check out and check this document back in

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as many times as required.

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Here,

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we've created

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version 3.

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Note that because I have versioned up this document,

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the link that we created

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between this document and that project template has been lost.

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We created that link when it was still at version 2,

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so now we need to reestablish that link.

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This is why it is best to wait

06:60

to create this link until the document is

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absolutely ready

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to be published or is already published.

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Now that we're dealing with a new document version,

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we must also resubmit this to the

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publishing workflow.

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We do that from the

07:22

details tab,

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and we'll start the workflow.

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Assuming this time,

07:38

the changes are

07:40

acceptable,

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this time the document

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can be published.

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And now the document is published at version 3.

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It is also incremented the revision level to AA.

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The history tab now shows version 3 is published.

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This should give you a general understanding of

08:10

the PDF viewer and some of its functionality,

08:13

using a workflow to publish a document,

08:16

and what happens when the workflow is both rejected and accepted.

08:20

Keep going to learn more.

00:05

In this video, we will revise a published document, clone a document, and archive a document.

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So let's take a look.

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Documents that are published are assumed to have been reviewed, signed off, and are ready for their intended purpose.

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However, it is possible that further changes are still required.

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In our project plan example, perhaps circumstances of the project have changed and the scope of the project has been modified.

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This would require further changes to this now published document.

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To be able to make changes to the document, it must be revised to return it to a draft state.

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To revise the document, click the "Action" menu beside the document and select "Check Out".

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Decide on a location to save the document and click "Save".

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This now locks the document to you so that no other users can make changes to it.

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You can now begin to work on that document in its appropriate program to make the required changes.

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This is the same process as simply checking out the document when it's in a draft state.

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Once the changes have been made, you can check it back in again.

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This creates a new document version,

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as you can see here.

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And the document is in a draft state.

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Now that it's back in draft, the document can be checked out,

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and back in again as many times as necessary until an acceptable version of this document is reached.

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The document can then be sent through the same document workflow to publish it once again.

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Alternatively, if the scope of the project has changed quite drastically,

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it might make more sense to simply make a new project plan and archive the old one.

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This way, it is clear to others that the project plan has changed significantly,

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and the original would only remain in place to be used as a reference instead.

02:48

In the web application, you can clone a document to make a new copy of it with its own document number.

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This way, you aren't starting from scratch with a brand new document, but you also won't be affecting the original document either.

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To clone a document, click the Action menu beside the document to be cloned.

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Select "Clone".

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This copies the document to your clipboard, and you can then paste it wherever you would like in a different project or a different category.

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In our example, we want to paste it back into the same document category.

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So click the action menu beside the document category and select "paste".

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This creates a copy of the document in its selected location.

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The name of the document is copied exactly from the original, but it is assigned a brand new number.

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It is also in a draft state, starting at Version 1, with no revision level.

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From here, it might make sense to rename both of these documents so that it is clear which one is the old one and which one is the new one.

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Now that our new document is in place, we should archive the old project plan.

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Note that you want to clone the document first before archiving it because you cannot clone an archived document.

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This is why we performed the clone action first before we attempted to archive it.

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To archive a document, click the Action menu beside the document to be archived and select "Archive".

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A window opens to confirm that you wish to proceed with this action.

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Archiving cannot be undone.

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Click the archive button.

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You can archive a document that has any status.

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The document is placed in a state that cannot be modified.

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You can still view its details, and you can still view and download this document, but otherwise it is locked in place.

05:32

You should now be able to revise a published document to make changes to it,

05:37

clone a document to create a copy of the document with a new number, and archive a document so that it becomes read-only but still viewable.

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Keep going to learn more.