Managing Document Pools

Document pools provide a virtual filing system for categorizing your organization's documents and emails. For each document pool, you assign roles to enable access for authorized users. Additionally, you can associate document pools with one or more entity record types. This allows users to link documents with specific entity records when they publish them to the DMS.

When you manage document pools within your DMS, you should consider the following points:

• Only the PIM Administrator can create and manage document pools.
• Document pools are not physical storage locations or folders. Rather, they are document categories, which support the categorization and classification of your organization's documents, drawings, and emails.
• Each document pool can have one or more child pools.
• You cannot create a child pool for a document pool that is already linked to one or more documents.
• Documents cannot be published to document pools if one or more child pools exist.
• A single document can be published to multiple document pools.
• You assign principle roles to document pools to grant users with access to the documents within it. If a user is not a member of an associated role for a document pool, the document pool is not visible to the user.
• Document pools are only visible in the DMS if they are associated with at least one document. However, users can select hidden document pools that they have access to when they publish a document.
• You can associate document pools with one or more entity record types, such as projects and organizations. This allows users to link documents to specific entity records when they publish documents to a particular document pool.