Viewing and editing document properties

BlueCielo Project Portal 2017 User's Guide

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Viewing and editing document properties

Project Portal maintains properties that contain information about each document. Some of this information, for example the creation and last modification time, is automatically updated by the system. Other information, for example the title, author, description, and access rights, is set by users.

Before you begin

To perform this task, you must be the owner of the document or a member of an access group that has been assigned an access profile with the View permission or the Edit permission, accordingly, for document properties.

To view or edit the properties of a document:

In the navigation pane, select the folder where the document is located.
In the documents list, click the document name or on the Actions menu, click View. The document's property page appears in the detail pane.
To edit the document's properties:
1. In the ribbon, in the Document group, click Edit. The document's editable properties appear in a form.
2. Click options or type values using the descriptions in the following table.
3. Click Save. All of the document's properties reappear and your changes are shown.

Editable document properties
Property	Description
Files
Files	A list of links to all physical files that have been attached to the document. For a new document, this property is empty until the first file has been attached to it.
General
Name	Name of the document
Description	Description of the document purpose or contents.
Number	By default, a new workspace assigns incremental numbers. A workspace can also be configured to accept free-form text in this property.
Author	Creator of the document content, not necessarily the owner of the Project Portal record. This property remains the same value when a new version is made of the document.
Version	By default, the document version number is a positive number starting at 1. The number is incremented by the system whenever a user creates a new version of the document as described in Creating a new version. Project Portal can also automatically increment minor version numbers if so configured as described in Understanding minor versions. For information about finding a specific version, see Viewing prior versions.
Email	Email address of the document author
Relevance	Classifies the document by audience type, for example, Public or Private.
Owner	The owner of the Project Portal record, who might not be the same as the creator of the document content. This property is set to the name of the user who creates a new version of the document.
Type	Classifies the document by context, for example, Engineering or Management.
Modified	Most recent modification date, time, and user name
Status	Specifies the document's position in its lifecycle. Documents with the status In Work or For Approval are shown with a red or yellow color swatch in the document list to indicate that any work depending on them may not yet proceed. Official or Released documents are shown with a green color swatch by default. All status names and colors are configurable.
Lifecycle	Name of the life cycle assigned to the document. A document's life cycle defines the status transitions for the document and the group of users that are allowed to run each transition.
Custom
<Name>	A custom property may be one of many different types depending on its purpose including: date, pop-up menu, radio buttons, single-line text, multi-line text, list of user names, or a list of valid values. A special property type that is also possible is a list of database values. This type is indicated by the link Search for value next to the text field. It may accept one or more values depending on its configuration. You may type known values (separated by commas) in the text field and they will be validated by the values in the database. You may also select one or more values from a list of search results from the database. To search the database for values: Click the Search for value link. A search dialog box shows fields for the property name and property description that correspond to the custom property, for example, a code and a description of the code. Type part of the values that you want to find (including the ? or * wildcard characters) in the property name field or type the full property description in the description field and click Search. The database values that match your search criteria appear in a list below the search fields. Click one or more values to add them to the property on the property page of the document. When you are finished selecting values, click Close. The visibility of custom properties depends on access control, the document type, and workspace settings. For more information about the configuration or usage of specific properties, consult a system administrator or see the BlueCielo Project Portal Configuration Guide.
Collaboration
Comments	Comments attached to the document
Subscriber notification	Names of users subscribed to the document. For more information about subscribing to a document, see About change notifications.
Access profile	The active access control profile of the document as described in Viewing and editing access control profiles.
Role accesses	Role access rights to the document for individual users or user groups as described in Assigning and removing roles.
Links
Present in folders	Links to all folders to which the selected document has been linked
Parent documents	Links to all parent documents that contain links to this document
Subdocuments	Links to all child documents from which this document is linked as described in Creating subdocuments.
Short URLs to document	Web links to both the selected version and to the latest version of this document. Note If you know enough information about a document, you can calculate its URL to make your own links. The link to the latest version is in the syntax <server URL>/kronodoc/<workspace code>/<document code>. The link to a specific version is in the syntax <server URL>/kronodoc/<workspace code>/<document code>/<major version code>. The link to the approved version (if approval circulations are used) is in the syntax <server URL>/kronodoc/KDAPPR/<workspace code>/<document code>.