DOCUMENT MANAGEMENT

© 2018 ORACLE – all rights reserved

Contents

1. Overview Document Management ...................................................................................... 3

2. Download Documents ........................................................................................................ 4
3. Download previous versions of a Document ........................................................................ 5
4. Save and Distribute Documents ......................................................................................... 6
5. Upload new Versions of Documents ................................................................................... 9
6. Online editing of Documents .............................................................................................10
7. Subsequently distribute Documents ...................................................................................11
8. Searching - How to find Documents ..................................................................................12
9. Filter or search for documents through views .....................................................................15
10. Rename Documents and change Properties .......................................................................15
11. History of Documents .......................................................................................................16
12. Working with WebFolders .................................................................................................17

Disclaimer
The content of this manual is used for informational and documentation purposes for conjectPM. It
can be changed at any time without an announcement. CONJECT disclaim any liability or responsibility
for mistakes or inaccuracies. Regarding technical Improvements we further reserve the right to
change the functional range of conjectPM.
1. Overview Document Management

1. Browse through the folder structure as you are used to it from Windows. Expand the folder struc-
ture with to show the sub folders and reduce it with to hide the sub folders.
2. Show folder contents: the contents of the folder which is highlighted with orange background in
the folder tree are shown in the right hand main application window.
3. Main application window: Here you can select the folder contents of the opened folder with the
check mark in order to download or edit it. Click on a folder name to open the folder.
4. Find documents with the Search or use the Views.
5. Create new documents or folders.
6. Create a new version of an existing document.
7. Go one folder level up in the folder structure.
8. Download the marked documents. For a single document, you can also click on the file name.
9. Open the marked document with the Viewer (e.g. CAD files or other formats for which you have no
software installed on your computer).
10. Edit documents or folders (in most cases only for admins): copy, move, access properties and
permissions.
11. Send the marked documents with a message or send a Plot Order.
12. Open the Properties of a document or folder (only one object can be marked). Here you can
download older versions of a document or view the history.
13. Export list as Excel.
14. Export list as PDF.
15. Refresh the folder tree and the main application window, e.g. after an upload.
16. Sort the documents or folder contents in the main application window according to the column
headers.
17. Change the column width. Your setting is stored and reloaded for the next login.
18. Change the window size. Your setting is stored and reloaded for the next login.

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2. Download Documents
To download documents from the folder structure you need to have access to the folders where the files
are stored and additionally on the documents. If you do not have access to a certain folder or you can-
not save documents, please contact the administrator of the Project Space or the conject Support Team.

Download a single Document - Single Download

1. Go to the "Documents" application.

2. Browse to the target folder in the folder tree to the left, where the document is stored and click on
it.

Note: Alternatively, use the search or views function to locate a document if you not know the
folder where the documents are stored in the folder structure.

3. Check the document and click on the "Download" button of the tool bar. Alternatively click on the
document name to the start the download.
4. Choose whether you want to "save" it permanently to your computer or "open" it temporarily. Click
on "Open" to automatically open the document with the corresponding software (e.g. MS Word or
Acrobat Reader) if this has been installed on your computer.

Download multiple Documents - Multi Download

Note: Java of Oracle is required for this function. For further information Please refer to our Tu-
torial System Configuration.

1. Go to the "Documents" application.

2. Browse to the target folder in the folder tree to the left, where the document is stored and click on
it.

Note: Alternatively, use the search or views function to locate a document if you not know
the folder where the documents are stored in the folder structure.

3. Mark the files which you want to download.

4. Click on the "Download" button.

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5. If a security message is shown up in the next screen, confirm the security certificate in any case
with "Yes" or "Always". Clicking "No" in the security prompt would abort the action since the Java-
Applet could not be loaded.
6. In the next screen, choose whether you want to download the files with or without the folder
structure using the checkbox.
7. Click on "OK".
8. Select where you want to store the files on your computer and click on "Open".
9. After downloading, close the confirmation window with "OK".

3. Download previous versions of a Document

If you update a document in conjectPM and upload a new version, you will not overwrite the previous
version. The previous version remains in conjectPM and is just "moved to the background". Thus, you
can download previous versions any time:
1. Go to the "Documents" application, browse to the target folder in the folder tree to the left, where
the document is stored and click on it.
2. You can see if a document has several versions with a look at the column "Ver.". 3.0 means that is
has 3 versions - the current one and two previous versions.
3. Mark the document in the main application screen.
4. Click on the "Properties" button in the tool bar.
5. Go to the "Files" tab. Here you see a list of all previous versions.
6. In the columns "Date of creation/last change" and "Editor" you can see when and who created
the version.
7. Mark the version you like to download.
8. Click on the "Download" button.

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4. Save and Distribute Documents
With conjectPM you can upload documents and concurrently distribute the documents with a message to
project participants (participants who have access to the Project Space and externals who do not have
access to the Project Space).

Saving Single Documents – Single Upload

1. Go to the "Documents" application.

2. Browse to the target folder in the folder tree to the left, where you want to save the document and
click on it.
3. Click on the "New" button and select the "Document" option.
4. The following upload window is divided into 2 sections: the upper one "Document" to upload a file
from your computer and below the "Message" option (see below) to distribute your documents with
a message.
5. Use the "Browse" button to select the file on your computer and click on "Open".
6. The "Name" of the document is automatically taken over from your file. If necessary, you can man-
ually change the name. Pay attention to name your document according to the naming conven-
tion of your project.

Note: If a document with this name already exists in this folder in the Project Space, a new ver-
sion will be created. If you click on "Upload" a corresponding warning will be shown.
In this case, your given description (see step 7) will be set as description of the version.

7. If necessary, enter a "Description" for your document. This field is also relevant for the search re-
sults.
8. Set the "Mandatory categories" if defined for the project.
9. If necessary, set further categories or keywords under "General settings". These fields are also
relevant for the search results.
10. Under "Security“, you can see which groups obtain permissions to your document. These permis-
sions are already set in advance and don´t have to be set personally.
11. Click on "Upload" to save the document without sending a message to project participants.

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 Note on permissions (step 10): In case other groups should access your document too just send a
message to these groups (see next section "Message Option"). The participants of these groups can ac-
cess the document via the message. Access via the folder structure is usually not possible, as these
groups do not have access to the folders if these do not get access to the documents by default.

Saving Multiple Documents – Multi Upload

Note: Java of Oracle is required for this function. For further information refer to our Tutorial
System Configuration.

The Multi Uploads works basically like the Single Upload with the following changes:
1. In step 3 click on the "New" button and select the option "Multiple Documents".

2. Click on the plus button to select the required documents on your computer.
Instead of using the blue plus icon, you can add the documents to the upload window by "Drag &
Drop" as well. To do this, mark the documents, drag them over to the upload window by holding
the left mouse button down and then drop them by releasing the left mouse button.
Alternatively, you can upload multiple documents via the Web Folder functionality.
3. Mark these documents and confirm with "Open".
4. The files are now listed in the upload window. The "Name" of the documents are taken over from
your files. Pay attention to name your document according to the naming convention of your
project. If you need to rename your documents then you have to do this before on your computer or
after the upload in the Project Space.

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5. If necessary, enter a "Description" for your documents. The description will be set for all docu-
ments.
6. Proceed with step 8 of the Single Upload. Use the message option (see above) to send your docu-
ments with a message.
7. Click on "Upload" to save your documents.

Note: If documents with the same name as the chosen files already exist in this folder in the pro-
ject space, a new version of these documents will be created. In this case, your given description
(step 5) will be set as description of the new version for all existing documents.

If you do not see the saved files after the upload, click on the "Refresh" icon on the right
side.

Message Option - Distribute Documents with a message

Use the "Message" option to attach the document to a message in order to distribute it to project par-
ticipants.
All recipients are able to access the attached document regardless to the folder permissions. Alterna-
tively, you can use the search or views to access the document.
1. Enable the checkbox at "Message" in order to make the message option and fields available.
2. Select the recipients with a click on the "To" and "Cc" buttons or enter an e-mail address to send
the message to externals, who do not have access to the Project Space. For further information
about sending a message, refer to our Tutorial Communication Management.
3. If you already have a personal message template, you can select it via the "Template" drop-down
menu.
Note: The message option is automatically enabled if recipients pre-set by default notification
settings of the folder. In this case those recipients are already set in the "To" recipient field. Adjust
the recipients if necessary. If you do not want to send a message, simply uncheck the "Message"
checkbox.
4. Enter a "Subject" and your "Message" or use the default text.
5. Click on "Upload" to save your document and to send your message. Your message will be stored in
the "Communication" application.

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All recipients will be notified by e-mail. Clicking on the download links contained in this e-mail you can
directly download the document or jump in the project to the corresponding message.

5. Upload new Versions of Documents

conjectPM has an integrated version management (See Point 3). When creating a new version the sys-
tem just puts the new version over the existing document. Thus, it does not creates a new document or
overwrites the previous version. All previous versions remain in the background and can to be down-
loaded at any time.
1. Go to the "Documents" application.
2. Browse to the target folder in the folder tree to the left, where your document is stored and click on
it.
3. Check the document, which you want to update.
4. Click on the "New version" button in the tool bar.
5. The Upload works like the Upload of a single document. Different from that the name, catego-
ries and description are taken over from the existing document and thus do have to be entered.
6. Use the message option to inform project participants about the new version concurrently.
7. Save your version with "Upload".

Note: Alternatively, you can use the functions "Single Upload" or "Multi Upload" to update
the version of a single or simultaneous of multiple documents in a folder.

Important: Keep in mind that the names of the files on your computer are 100% equivalent
to the documents (including the file extension/suffix) which you want to update in the Pro-
ject Space. Otherwise, new documents will be created instead of versions. If the names match
then a message will be shown and you can create new version with a click on "Create new ver-
sion" or "Cancel the complete upload".

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6. Online editing of Documents
Using the function online edit, you can work on editable file formats (e.g. .docx or .xlsx files) in the
Project Space without saving these documents to your computer before. After finishing Online, edit a
new version of the document is created in the Project Space.

Note: Java of Oracle. is required for this function. For further information Please refer to our Tu-
torial System Configuration. Additionally Online edit is only available if the corresponding appli-
cation software for editing the file format (e.g. MS Excel for xls files or Acrobat Creator for PDF
files) is installed on your computer. During editing, the document is blocked preventing other user
to create new versions.

1. Go to the "Documents" application.

2. Browse to the target folder in the folder tree to the left, where the document is stored and click on
it.
3. Mark the document, which you want to edit online.
4. Click on the "Edit" button
5. Select the "Online edit" option.

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6. Wait until the corresponding application opens (e.g. in Word or Excel). Concurrently a notification
window opens. Keep that windows open and do not close it.
7. Online edit the document in the application (e.g. in Word or Excel).
8. Save the edited document in the application and close the application (e.g. in Word or Excel).
9. Click on "Apply changes" in the notification window to create a new version of the document.

7. Subsequently distribute Documents

You can distribute documents not only during the upload but at any time with a message as well.
1. Mark the required documents.
2. Click on the "Attach to …" button.
3. Select the "Message" option.
The selected messages are now attached to a message. For further information on sending messages
refer to our Tutorial Communication.

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8. Searching - How to find Documents
Using the conjectPM search you can find digital created and scanned documents, folders, mes-
sages and drawings in the Project Space depending on the search option you use. We offer the pro-
ject-internal search and the global search (over all your projects).
Additionally you can find documents via the views functionality.

Project-internal Search (Full text search)

If you search for a document name, document content, folder or filed message in a specific project,
please use our project-internal full text search:
1. Go to the corresponding project.
2. Select the "Documents" application.
3. Enter the search term in the search field in the upper left corner. Alternatively, you have a search
field on the "Search" tab.

4. Press on "Enter" or click the "magnifying glass" to start the search. Wild cards like * are not
permitted.
5. Narrow down your search result by time with a "Date range".
6. Click on the shown path and you are directed to the folder where the document is stored.
7. The "Relevance" shows the accuracy of the search results. Search terms in document name or in
Meta data of documents have a higher relevance than search terms in the content of documents.
Multiple search terms in the content increase the relevance.
8. Use the "Advanced Search" to get more search options and to search for specific document and
folder names. The advanced search is not a full text search and searches only in the document or
folder names.
9. Project Search

Note: Click on the information icon to get more details about the search functions or use the
following link:

https://ng.conject.com/ng/cms/Search.jsp

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Project Search

When you are searching for contents in Communication, Drawings or Workflows then please use the fol-
lowing new Project Search:

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1. Enter the search term in the search field.
2. Enter the location of your search.
3. Click on the path to jump to location of the file.
4. Check the document to download.
5. Click the download button to download the document.
6. Open the marked document with the Viewer (e.g. CAD files or other formats for which you have no
software installed on your computer).
7. Click the “attach to” button to send this document for example.
8. Open the properties of the document.

Global Search over all your projects

If you search for a document name, document contents, messages or even drawing in all of
your projects or organizations, then use our global full text search:
1. Click on "Start" to go to the "Start" page with your project overview.
2. Enter the search term in the search field in the upper right corner and press "Enter" or click on the
"magnifying glass" to start the search.
3. Click on the file in question in the search results to be directed to the document in the correspond-
ing project.
4. "How does conjectPM search?" provides helpful information on how the search works. Wild cards
like * in place of one or more characters are not permitted.

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9. Filter or search for documents through views

Note: Views are created and managed by the project administrator of your Project Space and are
available for all project participants. If you need a view, please contact your administrator or the
conject Support Team.

A view makes it possible to find documents depending on its Categories (Properties) – independent
of its location within the folder structure.
Categories describe attributes of a documents (like the type of document or the creator of the docu-
ment) and drawings (like the level the part of construction). Every Category contains a list of Category
Values which can be freely defined. Besides these category values which are created by the administra-
tor, every document has assigned the two system categories Creation date and Owner.
Using a view it is possible to find documents with the same attributes or categories quickly. A view con-
sists of as many levels as needed. On every level of the view, a certain category is displayed. Documents
with identical category values on a level (e.g. creator = all documents uploaded by the project manage-
ment) are pooled. The concept is particularly high-performance when using several categories as levels
in one view.
Example: In the project the mandatory categories "Type of document" and "Creator" are used.
Every document is assigned a creator and a document type. Using a correspondingly constructed view
(first level: creator, second level: document type) it is possible to find the required documents in a
very short time:
• A click on "Project Manager" displays all documents created by the project management inde-
pendent of the type of document.
• With a click on "Meeting minutes", as can be seen in the example, only those meeting
minutes created by the project management are displayed.

10. Rename Documents and change Properties

1. Go to the "Documents" application.
2. Browse to the target folder in the folder tree and click on it.
3. Mark the document.
4. Click on the "Properties" button in the toolbar.
5. on the "General" tab you can edit the following properties:

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6. The "Name" of the document.
7. Add a "Description" for the document.
8. Change the "Folder path" of the document in order to move it.
9. Set or adjust the "Categories" and Specify "Keywords" for an optimized search.
10. Confirm your changes with "Save".

11. History of Documents

If you need to know, you downloaded a document or received it from you by message, then take a look
at the history:
1. Go to the "Documents" application.
2. Browse to the target folder in the folder tree to the left, where the document is stored and click
on it.
3. Mark the document.
4. Click on the "Properties" button in the toolbar.
5. On the "History" tab, you can trace all actions pertaining to that document.
6. Clicking on "Sent per message" in the column "Action" displays all participants who were notified.
7. A detailed overview on all messages and recipients related to this document is given on the "Recipi-
ent" tab. Here you can directly open corresponding messages.

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12. Working with WebFolders
You can use the Documents application of conjectPM either with a Web Browser or with a WebFolders.
To ensure full functionality of conjectPM, we recommend working with a web browser, Internet
Explorer 9 to 11 und Firefox Version 20 and later, Chrome Version 33 and later.

Using the WebFolders, you can work via the local file management system (e.g. Windows Explorer) in
your project. Thus you can quickly and easily upload, copy, move, download and edit folders and docu-
ments.
The system requirements for WebFolders can be found in our Tutorial System Configuration.
1. Open conjectPM with Internet Explorer and go to the start page.
2. Click on the link "Open projects in Explorer".

Note: This link only works when using Internet Explorer. When using Firefox you will be directed
to a website with instructions for manually installation of WebFolders.

3. In the next step you are prompted to enter your conjectPM login data (user name and pass-
word).
4. To open the WebFolder click on "OK". Enable the check box for "Remember my credentials" to
avoid being ask to login again when using WebFolders.

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5. The Windows Explorer opens and shows the automatically installed WebFolder for your project.
This is maintained even if you log out from conjectPM in the web browser and you can still continue
to work in your project.
6. Now you can as you are used to it from Windows, create, copy, move or download documents and
folders (in most cases only admins can edit folders).

Note: By now you will find your WebFolder in the Windows Explorer depending on your Windows
version at "My network places", "Web-Folders" or "as a new drive/device". In Mac OSX
the WebFolder "DAV" is shown on the desktop.

Please note that this functionality is a BETA-Version. The WebDav protocol is operated by Win-
dows and proper working with WebFolders depends on several factors like operating system, up-
dates, MS Office version. Therefore we cannot ensure that WebFolder work correctly for all users.

As far as mandatory categories are used in your project you cannot use WebFolders to
upload files, as WebFolders has no function to set the categories. Therefore you have to deacti-
vate the mandatory option for your categories as long as you work with WebFolders.

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