Adding Content without Waiting for a Lifecycle Notification
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Warning: Do not use the following procedure when responding to a lifecycle notification that directs you to create a document. For such notifications, you ensure the lifecycle workflow continues after you take the directed action by performing it as discussed in Editing, Reviewing, and Approving or Disapproving a Lifecycle Document.
Adding a New Folder
To add a new folder that helps organize document files you add to Planview Enterprise:
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Navigate to the Review Content screen.
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In the left pane, navigate to where you want to add the folder. Then click the link for that location.
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In the right pane, click Folder.
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In the appropriate boxes, type a title for the folder and a brief description of the type of content that is to be stored in the folder.
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Select any alternate structure attributes if applicable.
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Type one or more search keywords that can be used to locate the folder. Separate keywords with a comma or semi-colon.
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Click Save to save the folder information.
An entry for the folder is added to the content files listed in the Review Content screen's right pane.
Adding a New Document
To add a new document to make it accessible to you from within Planview Enterprise and possibly share it with other users:
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Navigate to the Review Content screen.
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In the left pane, navigate to where you want to add the document. If you are adding content to a structure, click the link for the item with which you are associating the document. Note: If the document is to be used with any lifecycle steps, you must add the document to the Template Content folder.
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In the right pane, click Document.
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In the File box, either type the name of the document or browse to the document's location.
You can add documents located on a local or network drive, but it is recommended that the size of your file not exceed approximately 2 MB.
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In the appropriate boxes, type the document's title, the document's author, and a description of the document.
By default, the Author box contains the name of the person adding the document.
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Select or clear the Can be copied check box to specify whether changes to the content are done in the original version of the content or a separate copy.
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Clear the check box to record changes on the original version of the content, which is shared among all users who have read/write access to the content.
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Select the check box if you want a user who has read/write access to the content to make changes on a separate copy of the content instead of a shared version.
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To track and store previous versions of the document as the system is modified, select the Track Versions check box.
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To track and store information about who read the document and the date and time they did so, select the Track Reads check box.
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If your administrator configured an expiration date for content, take the following steps:
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In the Expiration Date field, select the date on which the document is to expire.
An expiration date does not affect the document.
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In the Notify of Expiration field, use the Data Picker to select the user who is to be sent a notification regarding the document's expiration.
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Select any alternate structure attributes if applicable.
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Type one or more search keywords that can be used to locate the document. Separate keywords with a comma or semi-colon.
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Click Save.
An entry for the document is added to the content files listed in the Review Content screen's right pane.
Adding a New URL
Note: It is not recommended you add URLs that necessitate users log on to the system before they can access the URL.
To add a new URL so you can provide access to a Web site from within Planview Enterprise:
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Navigate to the Review Content screen.
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In the left pane, navigate to where you want to place the URL. Then click the link for that location.
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In the right pane, click URL.
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In the Title box, type a name (such as Planview, Inc. Home page) for the URL.
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In the URL box, type the document's URL (such as http://www.planview.com/).
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In the Description box, type a description of the document.
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Select or clear the Can be copied check box to specify whether changes to the content are done in the original version of the content or a separate copy.
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Clear the check box to record changes on the original version of the content, which is shared among all users who have read/write access to the content.
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Select the check box if you want a user who has read/write access to the content to make changes on a separate copy of the content instead of a shared version.
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Select any alternate structure attributes if applicable.
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Type one or more search keywords that can be used to locate the URL. Separate keywords with a comma or semi-colon.
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Click Save.
Only the URL information is stored, but an entry for the URL is added to the content files listed in the Review Content screen's right pane.