How to... Review step-by-step instructions to set up and manage the document management system. Related Topics:Manage 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. Manage Access to Document Pools To grant users with access to document pools, you link one or more DMS security definitions to them. Each security definition is linked to a single role - this can be a contact role, system role, or a user role. When you add a security definition to a document pool, you define the access rights, which then governs the access for all users who are associated with the linked role. Manage Document Filters You can manage the filters that are available to users in the Information Zone. Document filters help users to narrow down their document searches. Manage Document Suggestions You can manage the suggestions that are available to users in the Information Zone. Document suggestions help users to narrow down their document searches. Restore a Document You can restore a document that a user has sent to the Recycle Pool. When you restore a document, you can modify the document pools and attributes that the document was originally linked to. Force Check in a Document You can undo a document check-out for any document that is currently checked out by another user. This is useful when an employee leaves your organization, or if an employee is away on long-term sick leave. Note that any changes made to a document after it was checked out are not maintained. Combine Duplicate Documents You can combine duplicate documents and emails into a single document. This is useful in cases where a user publishes a new version of a document as a separate document, rather than checking out and editing the existing document. Export and Remove Documents Linked to an Entity Record You can export documents linked to a contact, organization, project, or enquiry to a location outside of PIM. You choose whether to export documents from all pools linked to a record, or a subset of pools. You can also choose to remove the documents from PIM after an export. Schedule the Removal of Documents from a Project You can schedule the export and permanent removal of documents from a project for a future date. You choose to either export and remove documents from all pools linked to the project, or a subset of pools. You can schedule multiple document removal tasks for a single project. Configure Universal Document Control Universal Document Control provides PIM users with access to project files stored on shared network drives outside of the PIM Document Management System. Configure Teamwork Settings You can configure the global settings for Teamwork users, and set the permitted file types and default incoming document pools. Parent Topic: Document Management HomeDeltek PIM HelpSystem AdministrationDocument ManagementHow to...
How to... Review step-by-step instructions to set up and manage the document management system. Related Topics:Manage 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. Manage Access to Document Pools To grant users with access to document pools, you link one or more DMS security definitions to them. Each security definition is linked to a single role - this can be a contact role, system role, or a user role. When you add a security definition to a document pool, you define the access rights, which then governs the access for all users who are associated with the linked role. Manage Document Filters You can manage the filters that are available to users in the Information Zone. Document filters help users to narrow down their document searches. Manage Document Suggestions You can manage the suggestions that are available to users in the Information Zone. Document suggestions help users to narrow down their document searches. Restore a Document You can restore a document that a user has sent to the Recycle Pool. When you restore a document, you can modify the document pools and attributes that the document was originally linked to. Force Check in a Document You can undo a document check-out for any document that is currently checked out by another user. This is useful when an employee leaves your organization, or if an employee is away on long-term sick leave. Note that any changes made to a document after it was checked out are not maintained. Combine Duplicate Documents You can combine duplicate documents and emails into a single document. This is useful in cases where a user publishes a new version of a document as a separate document, rather than checking out and editing the existing document. Export and Remove Documents Linked to an Entity Record You can export documents linked to a contact, organization, project, or enquiry to a location outside of PIM. You choose whether to export documents from all pools linked to a record, or a subset of pools. You can also choose to remove the documents from PIM after an export. Schedule the Removal of Documents from a Project You can schedule the export and permanent removal of documents from a project for a future date. You choose to either export and remove documents from all pools linked to the project, or a subset of pools. You can schedule multiple document removal tasks for a single project. Configure Universal Document Control Universal Document Control provides PIM users with access to project files stored on shared network drives outside of the PIM Document Management System. Configure Teamwork Settings You can configure the global settings for Teamwork users, and set the permitted file types and default incoming document pools. Parent Topic: Document Management HomeDeltek PIM HelpSystem AdministrationDocument ManagementHow to...