Publish Unmanaged Documents

You can publish external project documents stored on network drives to the DMS to utilize the document control features of PIM. After you publish an unmanaged document, it is removed from the network location, and a shortcut to the latest revision of the document in PIM is added in its place.

Universal Document Control must be configured on your PIM system, and the project that you want to publish external documents to must be mapped to one or more network folders.

To publish unmanaged documents:

1. Navigate to the project.
   You can search for projects using the Search Projects link in the Activity Zone. Projects that you are linked to also appear on the History tab on your contact record, and in the Projects dashpart in the Personal Zone.
2. Click the Documents tab.
3. In the Documents pane on the left, under the Unmanaged Documents node, click the folder that you want to publish documents from.
   If you do not see the Unmanaged Documents node, it means that the project is not currently mapped to any network folders.
4. Do either of the following:
   • To publish a single unmanaged document to PIM, click > Publish Unmanaged for the document that you want to publish.
   • To publish a batch of unmanaged documents to PIM, select the check box of each document that you want to publish, and then click Publish Unmanaged on the toolbar.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.
11. When you are ready to publish the documents, click Publish.
12. To view the progress, on the Publish Unmanaged prompt that displays, click Publish status page.
    This is useful when you publish a batch of files, and when you publish large files. Files that are currently locked, and files that you do not have access to, will fail to get published.

When you publish an unmanaged file, it creates the first version of the document in the PIM Document Management System. The Versions tab on the Document Details panel for the document displays both the original unmanaged document, and the newly published version.