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Planview Customer Success Center

Adding Content without Waiting for a Lifecycle Notification

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You are viewing content for Planview Enterprise One™ release – Portfolio and Resource Management.

           

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 Portfolios:

  1. Navigate to the Review Content screen.

  2. In the left pane, navigate to where you want to add the folder. Then click the link for that location.

  3. In the right pane, click Folder.

  4. 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.

  5. Select any alternate structure attributes if applicable.

  6. Type one or more search keywords that can be used to locate the folder. Separate keywords with a comma or semi-colon.

  7. 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 Portfolios and possibly share it with other users:

  1. Navigate to the Review Content screen.

  2. 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.

               

  3. In the right pane, click Document.

  4. 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.

  5. 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.

  6. 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.

    • 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.

    • 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.

  7. To track and store previous versions of the document as the system is modified, select the Track Versions check box.

  8. To track and store information about who read the document and the date and time they did so, select the Track Reads check box.

  9. If your administrator configured an expiration date for content, take the following steps:

    1. In the Expiration Date field, select the date on which the document is to expire.

      An expiration date does not affect the document.

    2. 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.

  10. Select any alternate structure attributes if applicable.

  11. Type one or more search keywords that can be used to locate the document. Separate keywords with a comma or semi-colon.

  12. 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 Portfolios:

  1. Navigate to the Review Content screen.

  2. In the left pane, navigate to where you want to place the URL. Then click the link for that location.

  3. In the right pane, click URL.

  4. In the Title box, type a name (such as Planview, Inc. Home page) for the URL.

  5. In the URL box, type the document's URL (such as http://www.planview.com/).

  6. In the Description box, type a description of the document.

  7. 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.

    • 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.

    • 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.

  8. Select any alternate structure attributes if applicable.

  9. Type one or more search keywords that can be used to locate the URL. Separate keywords with a comma or semi-colon.

  10. 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.

           

           

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 Portfolios:

  1. Navigate to the Review Content screen.

  2. In the left pane, navigate to where you want to add the folder. Then click the link for that location.

  3. In the right pane, click Folder.

  4. 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.

  5. Select any alternate structure attributes if applicable.

  6. Type one or more search keywords that can be used to locate the folder. Separate keywords with a comma or semi-colon.

  7. 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 Portfolios and possibly share it with other users:

  1. Navigate to the Review Content screen.

  2. 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.

               

  3. In the right pane, click Document.

  4. 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.

  5. 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.

  6. 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.

    • 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.

    • 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.

  7. To track and store previous versions of the document as the system is modified, select the Track Versions check box.

  8. To track and store information about who read the document and the date and time they did so, select the Track Reads check box.

  9. If your administrator configured an expiration date for content, take the following steps:

    1. In the Expiration Date field, select the date on which the document is to expire.

      An expiration date does not affect the document.

    2. 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.

  10. Select any alternate structure attributes if applicable.

  11. Type one or more search keywords that can be used to locate the document. Separate keywords with a comma or semi-colon.

  12. 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 Portfolios:

  1. Navigate to the Review Content screen.

  2. In the left pane, navigate to where you want to place the URL. Then click the link for that location.

  3. In the right pane, click URL.

  4. In the Title box, type a name (such as Planview, Inc. Home page) for the URL.

  5. In the URL box, type the document's URL (such as http://www.planview.com/).

  6. In the Description box, type a description of the document.

  7. 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.

    • 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.

    • 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.

  8. Select any alternate structure attributes if applicable.

  9. Type one or more search keywords that can be used to locate the URL. Separate keywords with a comma or semi-colon.

  10. 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.