The Document Library is available at a project level for uploading documentation relevant to the project. The dashboard is a repository for project documentation that is loaded for each reporting period, with the most recent documentation being visible on the dashboard.

The portfolio level Document Library gives a summary view of documentation loaded for all projects in the one consolidated view.

Go to the Project Document Library:

The dashboard will be filtered on the current month to highlight whether the documents for the current reporting month have been uploaded.

When uploading documents for the reporting period, you will need to filter the dashboard for the appropriate period before you upload your documents. Click on the Reporting Period filter and select the month:

The dashboard will be filtered by default to the current calendar month.

To upload a document, click View/Add Documents:

and click the Add Document link:

Enter a name and click Upload Document, then Save and Close:

The document will now show in the dashboard, with a green tick to indicate it has been uploaded for the period filtered.

Documents that have been set up as 'required to be uploaded' will appear with a red x icon if they haven't been uploaded for the month. Documents that are optional appear with no icon:

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If a document has been added (and the document name has been added but no file uploaded), an orange hazard will be shown on the dashboard if it is an optional file. If the document has been required to be uploaded, but the file has not been attached, a red X icon will appear as the upload is incomplete.

Viewing Documents Restricted by Permissions

The ability to view the document library is restricted by permissions. Users who don't have the permission to view the document library won't see the Document Library in the menu.

There is also a permission setting on some document types, which limits who can view and download documents. Some document types such as financials, may have restrictions on how can view and download those documents, which is done within the document settings (by a system administrator). All users will be able to see the headings of documents uploaded, but only users with permission to view that KPI (such as cost/financials) will be able to open and download it. Users without the required permissions to view a document will see a padlock icon, as below:

If you change the reporting period at the top of the dashboard, to go back to a previous month:

you will see that the document has not been loaded for that period.

To add a file for a previous period you must filter the dashboard on the previous reporting period.

Adding Multiple Documents for a Reporting Period

If you want to add multiple documents or new versions of a document, you can open the current document record by clicking View/Add Documents:

You can upload a new version of the document by clicking the Edit button next to the current document or you can add a new document by clicking the Add Document link.

Editing the current document will allow you to replace the file you previously uploaded. Adding a new document will allow you to upload another file, as below:

The dashboard will show the most recent version:

Viewing and Downloading Documents:

To view/download, click the View/Add Document link on the dashboard and click on the document link.

Reviewing the Portfolio level Document Library

To review documents uploaded by all projects, go to the portfolio level Document Library. This is visible to users with the permission to view the portfolio/regional dashboards:

This dashboard provides a summary view of all projects and documents that have been added. It is also filtered by a reporting period.

A green tick indicates that a document has been uploaded for the period (if deemed 'required'), a red cross indicates the document hasn't been uploaded. An orange hazard icon indicates a document has been partially added, ie, a record has been loaded with the document name, but no file uploaded.

Documents that have not been set up a 'required' in the Document Type settings, will appear with no icon (and will show 'Add').

Documents can be loaded directly from this dashboard by clicking on any cell, including the any of the icons.

Setting Up Document Types at a Project Level

Document types can be set up at a project level, to cater for project-specific documentation.

For information on document type setup, refer to this article.

Questions? Please feel free to get in touch via the chat button in Acuite.