Documents - List

This screen provides access to a number of screens used to view, add and manage the Shared Documents. Shared Documents is a document repository whose contents can optionally be associated with the following entities: Purchase Requisitions (PR) and Purchase Orders (PO). Shared Documents can be used to store documents used in the purchasing process, such as contracts and statements of work (SOW). You can replace files associated with a Shared Document. As an example, you can create a Shared Document that contains a contract and attach that Shared Document to a PR and PO. If the contract is later amended, you can replace the file in the Shared Document, and that file will be replaced everywhere that it is linked, in this case in the PR and PO.

Roles

This screen is available to users having any of the following roles: Administrator,  P&R Administrator, Document Manager, Document Viewer, and Project Document Viewer.

• Document Managers and Document Viewers  can access shared documents for the legal entity to which they have access via their role's financial organization access, or to which they have access via their role's document organization access (see Organization Access restrictions). Note that Document Viewers cannot add, edit, or delete a shared document.
• Project Document Viewers can access shared documents for projects to which they have project and owning organization access or to which they are the primary or alternate Project Document Viewer administrator.

License

This menu option is available with the Project Tracking, Project Portfolio, Project Tracking Financials, Project Portfolio Financials, and Portfolio Plus licenses.

Topics covered on this help page include:

1. • Search/List screen

   • View

   • Add

   • Edit

You may also be interested in:

• FAQ - What is the difference between Shared Documents vs Project Notes? (search for this topic in the Knowledge Center)

Shared Documents Search/List screen:

The total list of shared documents may be large, and as such, this screen has a Search / List feature. Initially, you will be presented with the Search tab, with which you can specify selection criteria to narrow down your resulting list.  

Field Descriptions (click on a link below for additional information):

Once you have supplied the desired selection criteria, click on the List tab to display any matching Shared Documents.  When all of the various 'Show' options have been selected, the resulting list may resemble the following:

You can also click on the file name on the screen to download the file.

Field Descriptions (click on a link below for additional information):

Shared Documents - View

The view shared documents () icon is available from the Documents list screen. Administrators and Document Managers with organization access (see Organization Access restrictions) can click on the filename link to download the file . Document Viewers with organization access can only view the files.

You can also click on the file name on the screen to download the file.

Roles

This screen is available to users having any of the following roles:  Administrator, P&R Administrator,  Document Manager, or Document Viewer.

Shared Documents - Add

Roles

This screen is available to users having any of the following roles:  Administrator, P&R Administrator, or Document Manager.

The add document () icon is available on the Documents list screens.  Clicking on this icon will present the Add Document screen. You may either drag and drop a file in the shaded area, or click anywhere on the shaded area, and a file selection dialog box will open. You can select multiple files to add at once by using the ctrl and shift keys.

Note: Drag and Drop option is not available in Internet Explorer and Edge. It is supported in Chrome, Firefox, and Safari.

The following properties specify validations for the uploaded files:

• Maximum size allowed for each attachment (unanet.attachment.max_size)
• File Extensions that are not allowed (unanet.attachment.invalid_file_extensions)
• File Extensions that are allowed (unanet.attachment.valid_file_extensions)

 Note: File cannot be greater than 22 GB even if the property allows it.

After choosing a file, you can enter the file details on the screen. If uploading multiple files at once, select the file in the left-hand list on the page, and enter the details for that file. Then select the next file to enter details, as desired.

Field Descriptions (click on a link below for additional information):

 When finished, click the Save button at the bottom of the page. You will then see a summary page. Click the Continue button to proceed.

Shared Documents - Edit

Roles

This screen is available to users having any of the following roles:  Administrator, P&R Administrator, or Document Manager.

To edit an existing shared document, click on the edit pencil () from the Documents list screen. You may either drag and drop a replacement file in the shaded area under File Name on the left-hand side of the page, or click anywhere on the shaded area, and a file selection dialog box will open. You can only select a single file to replace the existing file. You can update the details on the page and then click the Save and Replace File button.

Note: Drag and Drop option is not available in Internet Explorer and Edge. It is supported in Chrome, Firefox, and Safari.

Note: Replacing the document will change the document in all places the shared document is referenced in the system. 

You can also click on the file name on the screen  to download the file.