Maintaining a Project’s Document Library 359

Maintaining a Project’s Document

Library

Primavera - Project Management

360 Part 4: Updating and Managing the Schedule

Viewing a Document Library and Adding/Deleting Work

Products and Documents

A document can be a reference document for an activity, by providing standards and guidelines for performing an activity's work, or it can be formally identified as a project standard. A document can also be a work product or activity output, such as testing plans and blueprints. You can also identify project deliverables, or documents that will be delivered to the end user or customer at the end of the project.

Use the Work Products and Documents feature to maintain general information about project documents, such as revision date, location, and author. Store the document files on a network file server, configuration management system, or Web site, depending on your project requirements.

You can assign work products and documents from WBS Details (and assign them to specific WBS elements to track work) or from Work Products and Documents Details. You can also indicate whether the documents are public or private.

View a project’s document library Choose Project, Work Products and Documents. Click the Display Options bar and choose WP & Doc Details. (The checkbox next to the command should be marked.)

Add a work product or document Open the project to which you want to add a work product or document. Choose Project, Work Products and Documents. Click the Title column label to display the documents hierarchy. (An outline symbol in the Title column label indicates a hierarchy display.) Select the document immediately above and at the same level as the document you want to add, then click Add. Click the General tab in Work Products and Document Details. Type a name for the document, then add general information about the document.

Primavera - Project Management

Maintaining a Project’s Document Library 361

Enter the selected document’s reference or catalog number.

Enter a document description Click the Description tab and type a description for the document. You can use the HTML editing features, which include formatting text, inserting pictures, copying and pasting information from other document files (while retaining formatting), and adding hyperlinks.

Delete document records Choose Project, Work Products and Documents. Select the document or group of documents you want to delete, then click Delete. Click Yes when prompted.

Deleting a document deletes only the document’s link, not the document’s actual, physical file.

Primavera - Project Management

362 Part 4: Updating and Managing the Schedule

Specifying Document Location References

You can specify two types of document location references, private location and public location. Private location references can be viewed only by Project Management module users. Public location references can be viewed by all project participants, including Timesheets users. For this reason, public location references typically refer to files stored in a widely accessible network location, an intranet, or the Internet.

Enter document location references In the Work Products and Documents window, select the document record for which you want to enter a location reference. Click the Display Options bar and choose WP & Doc Details. (The checkbox next to the command should be marked.) Click the Files tab.

If you want to define the document as private, type the file location in this field, or click the Browse button to select the location.

If you want to define the document as public, type the file location in this field, or click the Browse button to select the location.

Open a work product or document Choose Project, Work Products and Documents. Select the document you want to open. Click the Files tab. To view a document’s private file, click Launch next to the Private Location field. Only Project Management module users can view this file. To view a document’s public file, click Launch next to the Public Location field. All project participants can view this file.

Primavera - Project Management