Publish Documents

You can publish one or more files to the PIM DMS from the Local File Management page. Files that you can publish are displayed under Not in PIM on the Local File Management page. After you publish a file, it is automatically removed from your PC.

Prerequisites: Before you can publish files to PIM, you must add them to your working files folder. The Local File Management component must also be installed and running on your PC.

To publish documents via the Local File Management page:

1. To display the Local File Management page, do either of the following:
   • Navigate to the Information Zone, and then click the Local File Management tab.
   • Right-click the Deltek Local File Management icon in your system tray and choose Local File Management Page.
2. On the Local File Management page, under Not in PIM, select the checkbox of each document that you want to publish to PIM.

   If the file(s) that you want to publish are not displayed, you must add them to your working files folder. For information, see Add Files to your Working Files Folder.

   When you publish multiple documents in one operation, all documents are published against the same document pool(s) and attributes which you select in the document publisher. If you want to publish certain documents to different document pools and assign different attributes, you must publish those documents separately.

3. Click Publish Files.
4. On the Publish Document window, in the left pane, select one or more document pools to publish the documents to.
   You can only select document pools that have no child pools.
5. In the Select Attributes pane, do the following:
   • In the Select Entity field for any of the attribute types, enter the name of a record that you want to link the documents to. For example, if you select a document pool that is associated with the project attribute type, you can enter a project to link the documents to. This allows users to access the documents via the Documents tab on the project record.

     An asterisk (*) on an attribute type indicates that you must select at least one record.

   • If a selected document pool relates to drawing files, enter the details for the drawings that you are publishing, such as the received date, document date, document size, and document scale.
6. At the top of the Publish Document window, modify the document title and version number, if required.
   You cannot modify the document title or version number when you select to publish multiple documents in one go.
7. To add details and version comments to the document, do the following:
   1. Click the Details/Comments tab.
   2. In the Details field, enter some comments about the document.
   3. In the Version Comments field, enter some comments about the document version.
8. To share the documents with colleagues after you publish them, click the Share With tab to select who you want to share them with. For more information, see Share Documents When You Publish Them.
9. To add one or more actions to the documents, click the Actions tab.
   For example, you can add an action to follow up with a telephone call, or add an action to indicate that the documents require a review. You can add multiple actions to documents. For information on the available action fields, see Contents of the Action Add/Edit Screen.
10. When you are ready to publish the documents, click Publish.