The Attach Document object can be used to:

  • Upload a document from your workstation
  • Provide a link to a resource hosted elsewhere on the network or web based location
  • Link documents in your TRIM document management system (Only available if your organisation uses TRIM functionality).

In order to add a new document or an URL, first click on the add button. Then select the required upload type.

 

Upload a File

STEP 1: Select 'File Upload' from the Upload Type dropdown. Then click on the 'Select' button.

A pop-up window will be displayed from where you could select the document that needs to be uploaded.

STEP 2: Clicking on the 'Add' button will add the file to the document list. Similarly, multiple documents can be included.

STEP 3: To upload the document, click on the 'Upload' button.

STEP 4: Click on the 'Save' icon.

The maximum file size that can be uploaded is 20MB (for each file).

Add a TRIM link

STEP 1: Select ‘Trim Link’ from the Upload Type dropdown.

STEP 2: Enter the TRIM number of the specific document.

STEP 3: Selecting ‘Always Show Latest Document’ will allow you to view the latest version of the document. Also, this would update the linked document as TRIM version changes.

STEP 4: Click on the 'Add' button will add the trim link to the list. Similarly, multiple links can be added.

 

Adding a Share Point Link

STEP 01: Select ‘Share Point Link’ from Upload Type dropdown.

STEP 02: Enter a title for the link.

STEP 03: Specify the share point link in ‘Other Link’ text-box. 

STEP 04: Add a description and click on ‘Add’ to upload the link.

 

Add an URL Link

STEP 1: Select ‘Other link’ as the Link Type

STEP 2: Enter a title (if required) and the URL in 'Other URL' field.

STEP 3: Clicking the 'Add' button will include the URL to the list. Similarly, multiple links can be included.

The label names, upload fields and functionality available will depend on the system configurations completed by your administrator.


Sending a document/URL for sign off

When document sign off functionality is activated through the object editor area, a new icon ‘Sign Off’ will be available against each document/URL uploaded in the Attach Document object.

Clicking ‘Sign Off’ button adjacent to a document/URL will display a pop-up as shown below:

  • The pop-up window will also show details of the attachment such as its title and reference.  You can select the relevant sign off authorities, and click on ‘Submit for Sign Off’ button to submit the document/URL for approval. An email will be generated to the respective sign off authority.  
  • Once applied for approval, the document/URL will be read only. Hence, you will not be able to edit or delete the document/URL until the sign off is completed.  
  • Upon receiving the sign-off request email, the ‘Sign Off’ Authority can then review the document/URL and choose to Approve or Reject it. Depending on the sign off settings determined by the admin, the Sign Off Authority may be allowed to provide a justification for the decision.  
  • This can be done by either clicking the relevant link in the sign-off email, or by navigating to the respective object and clicking on the relevant button. 
  • After the approval, a ‘Sign Off’ Complete email will be generated. 
  • When a document/URL is approved, it will be ‘read-only’ and will not be editable for any users, except for users who have the ‘Can Edit After Sign Off’ permission to the object and super permissions (IPM admin, Project Manager, etc.). 
  • When a document/URL is rejected, it will be made editable so that users can make the amendments and re-submit for sign off, if required.
  • Sign Off status will be displayed in the ‘Status’ column.
  • Document approval functionality is also available within the ‘Documents’ tab in Project Hub.


Exporting the information in the object

You can export information in the object to formats such as PDF, Word, Excel etc. by following the steps below;

  • To generate an export of the object, click on ‘Export’ icon on the toolbar.  

  • Upon clicking the ‘Export’ icon, you will see a preview of information within the object on a new browser tab.
  • Click on ‘Export dropdown menu’ icon and select the preferred export format from the menu to download the file in the selected format.