Documents tab
The Documents tab allows you to add files to the teamspace and make them available to all other members of the teamspace. You can add folders and subfolders to help organize your documents, as needed.
The TCM application supports the FileNet P8 Platform concept of "versioned" documents as follows:
- When you view a document, you see the latest major (or "published") version of the document. If there are newer minor versions (or "drafts") they cannot be viewed directly from TCM.
- When you check out a document, you get the latest major version of the document.
- If the current version of a document is a minor version, you will see the message "a draft is in progress" below the name of the document in the Document Detail area. Use Workplace or another application that supports minor versions to obtain a copy of the minor version or draft.
What do you want to do?
See Folders and documents for more information.
Add a folder
- Select the parent folder for the new subfolder from the Documents tree, then select new subfolder from the action list. (Select Files to create a top-level folder.) This will create a new folder under the parent.
- On the Create a new folder screen, enter the folder name.
- Click ok.
Add a document
- Select the parent folder from the list of folders and documents.
- Select add document from the action list.
- On the Add a new document screen, enter a title for the document.
- Enter the path to the source file, or use Browse to navigate to the file and select it.
- Click ok.
View a document
- Expand the list of documents, as needed, to display the document you want to view.
- Click the view document icon that is displayed next to the name of the document. (Alternatively, you can select the document from the list to display it in the Document Detail area. Then click the View Document link in the details area.)
Display details of a document
Select the document from the Documents list to display more information about it in the Document Detail section. You can perform the following actions on the document:
- To view the document content, click the view icon to the right of the file name in the Documents list, or click the View Document link in the detail section. Sign in to Workplace, if prompted to do so.
- To edit the name of the document, click the document dropdown list and choose rename from the action list.
- To checkout the document, select checkout from the action list. When prompted, choose whether to save the document locally or open it from the source. Once a document is checked out, you can use the cancel checkout or checkin actions to add a new version.
- To save a copy of the document to your local computer, select download from the action list.
- To display the list of members who can access the document, click the document dropdown list and choose show security from the action list.
- To be automatically notified of changes to the document, click the tools dropdown list and choose subscribe from the action list.
- To send an email about the document, click the tools dropdown list and choose send email from the action list. See Sending email for more information.
- To put a copy of the document in the clipboard so that you can link it to another object as a related item, click the tools dropdown list and choose copy to clipboard. See Clipboard for more information.
Display details of a folder
Select the folder from the list on the Documents tab to display more information about it in the Folder Detail section. You can perform the following actions on the folder:
- To edit the name of the folder, click the folder dropdown list and choose rename from the action list.
- To remove the folder and all of its contents, click the folder dropdown list and choose delete from the action list.
- To be automatically notified of any changes to the folder content, click the tools dropdown list and choose subscribe from the action list.
Rename a document or folder
- Select the document or folder you want to rename from the list.
- Click the document (or folder) dropdown list and choose rename.
- Edit the name and click ok.
Move a document or folder
- Select the document or folder you want to move.
- Click the document (or folder) dropdown list and choose the move action to open the "Move a document" dialog screen.
- Enter the path to the source file, or use browse to open the "Choose folder" window. Click on the folder into which you want to move your document or folder. (Note that when a folder or subfolder is selected, the path to the selected folder appears above the selection list; the selected folder name also appears above the Ok/Cancel buttons.) To repopulate the list anywhere along the path, click the the appropriate link next to the "Path" label. You can also create a new subfolder anywhere in the folder structure by clicking the "Create a subfolder" button below the selection list area, and entering the name of the new folder.
- After making your selection, click ok to close the "Choose folder" window and return to the "Move a document" dialog screen. Your source and destination selections are displayed. Click ok to accept the new location for your document or folder. Note: An error message appears if your move destination is the same as the item's current location.
Note: If you know the path of the folder into which you want to move your document or folder, you can enter it directly into the input box in the "Move a document" dialog screen (example: \Documents\top-level folder\subfolder) rather than using the browse button to open the "Choose folder" window.
Copy a document
- Select the document you want to copy.
- Click the document dropdown list and choose the copy action to open the "Copy a document" dialog screen.
- Click browse to open the "Choose folder" window. Click on the folder into which you want to copy your document. (Note that when a folder or subfolder is selected, the path to the selected folder appears above the selection list; the selected folder name also appears above the Ok/Cancel buttons). To repopulate the list anywhere along the path, click the the appropriate link next to the "Path" label. You can also create a new subfolder anywhere in the folder structure by clicking the "Create a subfolder" button below the selection list area, and entering the name of the new folder.
- After making your selection, click ok to close the "Choose folder" window and return to the "Copy a document" dialog screen. Your source and destination selections are displayed. Add a title (required) for the copied document.
- Click ok to accept the location for your copied document.
Note: If you know the path of the folder into which you want to copy your document, you can enter it directly into the input box in the "Copy a document" dialog screen (example: \Documents\top-level folder\subfolder) rather than using the browse button to open the "Choose folder" window.
Control notifications sent automatically when a document or folder changes
- Select the document or folder you want to subscribe to from the Documents list.
- To subscribe (or unsubscribe) to changes to the document or folder, click the tools dropdown list and choose subscribe from the action list.
- Use the checkboxes to select when you want to receive an email notification about changes:
- For documents, you can be notified when a change is made to the document (when a new version is checked in).
- For folders (including the top-level "Documents" folder), you can be notified when a document or folder is added to the folder.
View or change the security settings for a document or folder
By default, documents inherit security from the folder to which they were added. Security on documents that are filed in a teamspace (that is, they are not owned or contained by the teamspace) is controlled outside of the TCM application.
- Select the folder or document from the Documents list.
- Click the document (or folder) dropdown list and choose show security or edit security from the action list. (The edit security action is enabled only if you have sufficient permission to change security settings for the folder.)
- If you created a folder (or your role allows you to edit folder security) you can change the access for individual teamspace members.
- If you did not create the folder, you can view but not modify the users who have access to the folder or document (unless your role grants special permissions).
- You cannot customize the security for documents, only for folders.
- To customize the security for a folder, select the custom security checkbox. Select or clear the checkbox for each user to grant or deny access to the folder and the objects in it. Customizing security severs the security inheritance from the parent folder.
- To restore the default security clear the custom security checkbox. The folder and the folder's contents again inherit the security settings of the parent folder.
If the folder contains documents added from an external application (such as FileNet P8 Workplace) clearing the custom security checkbox will not restore any special security granted through the external application. For example, if a non-teamspace member was granted access to a document through Workplace when the document was filed in the teamspace folder, that user loses access to the document when custom security is set. Clearing the custom security checkbox restores the teamspace security to that of the parent folder, but will not restore access for the non-teamspace member.
Checkout or check in a document
- Select the document from the Documents list, then select checkout from the action list.
- When prompted, enter the destination location for the checked out document. This saves the document with the original file name (not the title entered when it was added).
- If the document is already checked out, select it from the Files list, and select the checkin action.
- When prompted, enter the source location of the file you want to check in.
NOTE Only documents that are contained in or managed by the teamspace can be checked out or checked in from within the TCM application.
Cancel checkout of a document
- Select the checked-out document from the Documents list, then select cancel checkout from the action list.
- Confirm that you want to cancel the checkout. This removes the checkout status from the file.
Delete a document
- Select the document from the Documents list.
- Click the document dropdown list and choose delete from the action list.
- Confirm the deletion by clicking ok.
Delete a folder
NOTE If you delete a folder that contains other documents, those documents will become unfiled. You cannot delete a folder that contains other folders.
- Select the folder from the Documents list.
- Click the document dropdown list and choose delete from the action list.
- Confirm the deletion by clicking ok.
Paste a shortcut (link) to a document from the clipboard
- Select a destination folder. Click the tools dropdown list and choose paste from clipboard from the action list. This displays a list of items currently available in the clipboard.
- Select the document you want to link to, click add selection, then click ok. This places a shortcut to the document into the folder.
When you paste a shortcut to a document from the clipboard, you are filing the document. Filing a document into a folder inserts a link to the original copy of the document, not a new copy of the document. A document can be filed in more than one folder. The document can be edited (or its properties modified) from any of the links by a user with access rights to the document. Subsequent edits from any folder modify the document's content and/or properties in every location. Since there is only one document object, all changes are immediately visible in any of the links to it.
See Clipboard for more information.
Download a document
Use the download action to make a copy of a document without checking it out.
- Select the document from the Documents list, then select download from the action list.
- Navigate to the location on your disk or network server to which you want to save the copy of the document.
Start a workflow from a document or folder
- Click the tools dropdown list and choose start workflow from the action list. This redirects you to Workplace.
- From the Workplace web application, you will see a launch page for the workflow associated with the document. You can launch the workflow or cancel it.