You can access and manage your documents from two repositories:
This section contains the following topics:
Your administrator maintains the Knowledge Store and Document Manager. These repositories contain documents on policies or procedures that pertain many people.
You can use the Knowledge Store for saving and accessing your generic documents. You can use Document Manager to do the following:
Though most users can access these repositories, their access to the folders and documents within it vary. With the appropriate permissions, users can create new folders, add documents to them, and edit both documents and folders. Key differences exist in the access rights of the two repositories.
Access to the Knowledge Store and to its folders and documents are provided at the following levels:
The following rights to access are required to manage or view content in the Knowledge Store:
Allows you to access all of the folders and documents in the Knowledge Store. Only users with the Knowledge Store - Administrate access right can create folders at the top level of the Knowledge Store folder tree. Users with the Knowledge Store - Access right and with the appropriate permissions can add sub folders and documents to the folders.
Allows you to create, edit, and view documents and folders in the Knowledge Store to which you have access. Allows you to delete the folders you created, and the documents you added.
Allows you to view all documents in the Knowledge Store.
The CA Clarity PPM administrator grants Knowledge Store access rights. Access to folders and documents are granted on a case-by-case basis. When you create or administer a folder or document, identify the users who need access to the folder or document. Then, give the users permission to read, read/write, or read/write/delete on the folder or document. The permission level determines the actions users can take on a folder or document.
The following table describes the permissions required for the Knowledge Store or Document Manager.
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Permission |
Description |
|---|---|
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Read |
You can do the following:
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Read/Write |
You can do the following:
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Read/Write/Delete |
You have all the read/write permissions, plus you can move and delete documents and folders. |
All Document Manager participants are automatically given the read permission. The project manager, the program manager, the resource manager, or CA Clarity PPM administrator grants the other permissions.
You can view folders to which you have access using the Knowledge Store page.
Note: If you do not see the Knowledge Store link, you do not have access to the Knowledge Store. See your CA Clarity PPM administrator for access.
Follow these steps:
The Knowledge Store page appears.
This action expands the folder tree so you can see the subfolders and documents beneath it.
The following procedures show how to see documents related to a specific project, program, or resource.
Follow these steps:
The list page appears.
The Document Manager page appears for the project.
Follow these steps:
The list page appears.
The Document Manager page appears for the program.
Follow these steps:
The list page appears.
The Document Manager page for the resource appears.
Folders can stand alone and contain documents, or a folder can serve as a top-level folder that contains subfolders. Both top-level folders and subfolders can contain documents.
To view the list of folder actions, from a Knowledge Store or Document Manager page, click a folder Actions menu. Your access rights and permissions determine the actions that display.
If you do not have the appropriate access for a particular action, the action does not appear in the Actions menu for that folder.
You can create subfolders for a top-level folder, and subfolders for a subfolder. When you create a subfolder, the application automatically gives read/write access to that subfolder to those resources you selected at the top level. These resources are named participants. You can select individual resources from the existing participant group and give access to additional users.
Follow these steps:
The properties page appears.
Defines the unique name for the folder.
Defines the resources who have access to this folder. Select additional resources from a list of resources to which you have access. You can also remove an existing resource.
Resources are automatically grouped as participants. You to grant them access to any of its subfolders as a group.
Indicates if users not assigned to the project have access to project documents.
You can add a maximum of five files to a folder at one time. If you are adding files from a page in the Document Manager, choosing Add Documents from the folder Actions menu opens the add multiple documents page.
Follow these steps:
The Add Documents page appears.
Specifies the files are adding to the folder. At each field, click the Browse icon to attach a file.
Limits: Five files at one time
Indicates if the documents are Approved, Rejected, or Submitted.
Defines the document category. For example, select Proposal from the drop-down if the document is a proposal.
Defines the document creation date. The date can be an actual creation date or the date you add the file to the folder.
Indicates the type of access for this folder
Values
Select Participants. Indicates that individual resources are from the existing participant group.
Default: All Participants selected.
Indicates if users not assigned to the project have access to project documents.
Indicates if resources with appropriate access can check out and edit the file.
Indicates resources with appropriate access can create another version of the file.
Indicates if resources who have access to the files are notified when documents are added.
Defines the description of the files.
Specifies any comments about the files.
The selected documents are added to the folder.
Use the Download All or the Incremental Download option to download files from a selected folder to a local zip file. The absence of these options on the Actions menu implies that you do not have the required permissions to perform the action.
You can download:
The zip file name is the name of the folder by default. You can select where to download the file. When you download files from a folder, the file structure is not maintained in the saved zip file.
Important! Enable the Enable Document Download setting before downloading files.
For more information, see the Administration Guide.
Use the following procedure to download all the files selected, including files in subfolders.
Follow these steps:
The File Download window opens.
If the size exceeds the maximum for download set by your administrator, download a subset of files from the folder.
The Save As dialog opens.
The zip file is saved to the specified location on your computer.
Use the following procedure to download a subset of files from a selected folder. The zip file includes only files that have changed since you last downloaded them and files not yet downloaded.
The file structure is not maintained in the saved zip file.
Follow these steps:
The File Download window opens.
If the size exceeds the document download maximum set by your administrator, download one file at a time.
The Save As dialog opens.
The zip file is saved to the location specified on your computer.
Follow these steps:
Defines the unique folder name.
Defines the owner for the folder.
Defines the level of folder access.
Options:
When you add resources to a folder, they are automatically grouped as participants with read/write access to this folder. The user who creates the folder is automatically given read, write, and delete access to the folder. You can change the permissions at any time.
Follow these steps:
The permissions page appears.
While you can check out a document to edit it, you can also open it in read-only mode for viewing purposes only.
To view a document, select Open from the document Actions menu, and click Open when prompted on the File Download window. This option restricts your access to read-only for the document.
To save a document to your computer, select Open from the document’s Actions menu and click Save when prompted on the File Download window.
This option restricts your access to read-only for that document, just as opening the document for read-only restricts your access. To edit the document and save it back to the application, check out the document.
To edit a document, check it out of a folder. When you are finished, check the document back in. If document versioning is enabled, another version of the document is created automatically.
Other users cannot edit a checked-out document until you check it in. Enable the document for checkout before you can proceed.
Follow these steps:
The File Download windows appears.
Only the user who checked out the document originally can undo a checkout. Performing this action unlocks the document, allowing others to check out the document.
Select Undo Check Out from the document Actions menu to undo a document check-out status.
Click Check-in from the document Actions menu and browse for the updated copy in the location selected when you checked out the document.
Follow these steps:
A page appears for selecting the destination folder.
The user who added the document can update the document properties.
Follow these steps:
The properties page appears.
Follow these steps:
The permissions page appears.
Values include Read, Read/Write, and Read/Write/Delete.
The Document History page lists the names of the users who have accessed the document and the date and time of their most recent visit.
Follow these steps:
The history page appears.
Follow these steps:
A page appears for selecting the destination folder.
Use document versioning to save a separate version of a document each time you check it in. To use document versioning, enable the document for versioning.
You cannot modify a previous version of a document, but you can open and view it.
Follow these steps:
The document versions page appears and lists all the versions of the document.
The file download window appears.
You can copy a specific version of a document to a different folder. If you do this, you require revising the document permissions after copying it.
Follow these steps:
The document versions page appears and lists all the versions of the document.
The copy document page appears.
If your CA Clarity PPM administrator has created document-related processes, they are listed on the available processes page. Document processes can be effective when routing a document through an approval process. Processes are effective because a document process can link to any associated project or program. You can send notifications and action items from the document process to the project roles and resources.
Note: See the Administration Guide for more information.
The initiated processes page of document lists the in-progress or completed processes. To view the page, open the Knowledge Store, and from the document Actions menu, click Processes.
The steps for starting, stopping, and deleting document processes from a Document Manager page are similar to the steps described in this section.
Follow these steps:
The list of initiated processes appears.
The list page appears.
The initiated processes page of document lists the in-progress or completed processes. To stop a document process, select the process to stop, and click Cancel Process. The application stops the process.
You can delete completed or canceled processes but not processes that are running.
Follow these steps:
The list of initiated processes appears.
The list of available processes appears.
A confirm process instance delete page appears.
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