Documents management

Document Management is a key feature of itmSUITE®  which acts as a repository for documents. There are different document positions where documents can be stored as shown in the table below.

Document location	Repository
"Cost Occurrence"	Documents are stored and related to cost occurrences.
"Delivery"	Documents are stored and related to deliveries.
"Invoice/Credit Note"	Documents are stored and related to invoices.
"Milestone"	Documents are stored and related to milestones.
"Project"	Documents are stored and related to projects.
"Purchase Contract"	Documents are stored and related to purchase contracts.
"Resource"	Documents are stored and related to services.
"Sale Contract"	Documents are stored and related to sale contracts.
"Service"	Documents are stored and related to services.
"Ticket"	Documents are stored and related to tickets.
"Timesheet Record"	Documents are stored and related to timesheets.

Adding, modifying and deleting documents

It is possible to add documents directly from the Document section of the entities where they can be stored or from the generic document management interface (Knowledge Area/Documents/Documents).

For each document, it is possible to edit the following metadata:

Field	Description	Comment
Creation User	The user who first uploaded the document.	This field is automatically calculated.
Creation Date	The date of first upload of the document.	This field is automatically calculated.
Edit User	The user who last update document metadata.	This field is automatically calculated.
Edit Date	The date when document metadata were last updated.	This field is automatically calculated.
Position	The entity to which the document is related.	The Position can be void and, in such a case, the document is not related to any specific entity.
Position name	The specific item to which the document is related among those corresponding to the chosen Position.	This field is mandatory.
Name	The name of the document.	The name is automatically set to the file name when the document is uploaded.
Topic	A topic to which the document is inherent.	The topic can be chosen from the topic structure on the left. The topic structure can be update at General/Company/Documents/Topics by a user of user type "manager" with grants for "Document Topic" (see General/Company/MURM, Environment Tables section).
Type	A type of document.	The type can be chosen from a type list. The type list can be update at General/Company/ Documents/Types by a user of user type "manager" with grants for "Document Type" (see General/Company/MURM, Environment Tables section).
Visibility	This sets who can see (and update) the document.	Two values are posible "Private", by default, and "Public". With "Private visibility the document can be seen only by who has visibility on the entity to which it is related (see Position name). With "Public" visibility, anyone can see the document. Update is possible only to those who have update rights for the Document section of the entity to which the document is related (see Position name).
Description	A textual description of the document.	This field can be searched.
Upload Document	The name of the uploaded document.	The document can be browsed from the file system and, once chosen, this will update the Name field which can be changed later.

Deleting documents is possible by selecting one or more documents and using the DELETE command.

It is possible to update the document by clicking on it (this enable to view its metadata and update them if the user has the privileges). By browsing and uploading a new document it is possible to replace a previous one.

Searching documents

Documents can be searched with different approaches.

Searching with the related entity document section

This is the simplest method. Just go to to the Document section of a specific entity (e.g. a ticket) and look for the document.

Searching with the document search functionality

The document search functionality is available at Knowledge Area/Documents/Document Search. Any document visible to the user can be searched here. The functionality allows to build a search filter on document metadata.

Searching with the quick search filter

Searching documents is also possible using the Quick Search command (always present up right) by choosing the "Text" search context. This will search document metadata and attached document file content if the system is configured in order to do so. Contact your system administrator to verify that itmSUITE® is configured for full text search.