The Document Library is available at a project level for uploading documentation relevant to the project. This is collated into a portfolio-level dashboard, which provides a summary view of documentation loaded for all projects.
For information on how to load documents at a project level, refer to this article.
Document Library Setup
The Document Library must be enabled for it to be enabled for your licence. Please get in touch with us if you're interested in using it.
Permissions:
Visibility of the Document Library is governed by a permission 'Can access Document Library', which must be set to Allow for a permission group for it to be visible for users with this permission (System Settings > Permissions).
If this permission has been enabled for a user, they will see the Documents Library in the menu. If not enabled, the Document Library won't be visible at project or portfolio level.
Setting up document types:
Document types can be set at a licence level, which will be shared with each project, ensuring that there is a consistent set of documents in the project level Document Library.
Go to System settings > Document Types
and select the Document Library tab.
Click the Add Document Type link.
Enter the Document Type details including a document type and description. Select whether the document is required to be uploaded at a project level each month. If the document is optional, leave the checkbox blank.
Visibility of the document in the library can be limited via the 'restrict access to KPI' option. You may want a user to be able to view all documents in the Document Library except financial documents. This is done by restricting access to only users who can view that KPI. In the example of a financial document, set the 'Restrict Access to KPI' field to 'Cost'. This will ensure that only users who have access to the Cost KPI via permissions, will be able to view that document.
If a user doesn't have access to the cost KPI via their permissions, the document will be visible in the dashboard but there will be a padlock next to it, and the user will not be able to open and download the document.
Setting Up Document Types at a Project Level
Document types can be set up at a project level, to cater for project-specific documentation. Go to Project Settings > Document Types > Document Library and add by clicking the Add Document Type link.
If you add a document type at a project level and make it required, it will not show in the portfolio Document Library as a required document. It will only be shown at project level.