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Improved Document Management

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Level 10

21-04-2017

We need greater flexibility across the system in managing documents. Specifically in the project and task documents tab.

USE CASE: Currently the only way to move a document from a project to a task is to download the file and re-upload it to the task/documents area. The system then pushes the document back up the project document level regardless. This creates multiple version of the same file which I would guess is eating up storage space and causing confusion. It would be great if we could link a document stored in the global documents area to a project or a task. A use case for us is where we need to send a specific document along with supporting documents to be proofread by a user. Currently we have to download that assets from the system, and re-upload them to the task level/documents area. Once this task closes, the documents are lumped in with the rest of the project documents and association with the task is lost.

7 Comments

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Level 10

30-05-2017

We have a lot of confusion about this as well. I love the idea of an overall document area that applies to projects and tasks especially since we have folders on the project level. It would be great if those went down to the task level as well so when someone uploads a document there, it is in the folder at the project level.

We also have an issue with issue documents. Most of our issues are things like bugs with screenshots. Those easily clutter up the project documents.

In my ideal world: There is just one document library per project. When you go to the documents tab (whether on the project or task) you see the same folder structure and documents. Then there is a folder called "Issues" and whenever a new issue is created, a new subfolder is created with the issue name and documents from that issue are stored there.

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Level 5

25-09-2017

Completely agree. This is a real pain. USE CASE - we have a project with 3 sites. We want our engineers and PMs to attach the document to a task but overall, i want them to be able to put that in the site folder. The site folder is created at the project level. This means the person or usually myself has to go into the main documents folder and after they uploaded under a task, move it to the site folder.

Why can't you see project folders at the task level???

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Level 1

15-06-2018

You have my vote!! We decided to end up sharing those tasks that required those documents so that we only had to access them on the task level. But it should be easy to push down to the task level. MY SUGGESTION TO WORKFRONT>> Maybe we can set up some folders on the template level for tasks that can be linked to the project level - so if anyone drops a file into that folder - the person on the task level will be able to see the documents. Win Win!

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Level 1

10-08-2018

Our genius implementation consultant came up with an awesome solution. He made an extra tab on the Task level with the URL for the Project Documents. We also had him add another tab that shows information from the custom form. This way all information to execute the task remains on the task level. We are making folders on each Template to better organize all the files.

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Level 5

12-12-2019

It would be great if when choosing to move a task from Project documents to a task, you can type in the task name and the project name. In our case, when I choose to move to a task, and type the task name I want to move it to- the current project I'm in doesn't appear in the dropdown. WF should create the ability to filter both project and task names to move a file.

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Level 6

12-01-2021

Another suggestion for improvement: When moving a document from the project level to a specific task, the system should suggest tasks that appear within that project first before suggesting other tasks in the system that match the task name.

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Level 3

02-11-2021

One suggestion I would add: If a document has been uploaded separately, but should actually be a new VERSION of an existing document, it would be nice to be able to stack that new document without the whole download/reupload process.