Managing Documents in a Project


OVERVIEW


The Documents section of a Project allows you to add Documents and Links that are related to your Project. Documents can also be added to Projects using Chatter. Having a centralized location for documents and links helps Project Managers organize the data related to their Projects. When a document is saved in Salesforce, you can reference it in multiple projects without having to upload it in each individual project. 

DOCUMENTS TAB


The Documentation tab is located on the Project Navigation Path on the left side of the screen. From this Tab, files can be uploaded, downloaded, and previewed. Links can also be added, allowing you to access that site easily. You can see the name of the file/link, who added it, the date it was added, and the Project that it’s related to.

1. Add File/Add Link– When clicking the ‘Add File’ button, a window pops up asking whether you would like to add a file from your computer, or from your Salesforce Org. When clicking the ‘Add Link’ button, you can copy and paste the link and give it a name.

2.  Details Page & Download File- Clicking the first icon will take you to the details page of the document. The second Icon allows you to download the file to your computer.

              Tip: If you would like to delete a link/file, you must do it from the details page of the file or link.

3. Visit Link- Clicking the globe icon will take you to the link address in a new tab.

4. Preview Pane – Preview uploaded files in this pane. Forward and backward pagination arrow buttons allow for multi-page documents to be previewed.

CHATTER FILES


There are three main ways for files can be added using Chatter: The Chatter Feed on a Project’s detail page, the Chatter tab on Cross Project Gantt Side Panel, and the Chatter tab on the Project Gantt Side Panel. 

  Links cannot be added using Chatter.

PROJECT DETAIL PAGE: CHATTER FEED

The Chatter feed on a Project’s detail page offers the option to attach a file to your Chatter post. To upload a file, click the paper clip icon. A pop up will offer the option to choose from your Salesforce Documents or your computer. You can @ mention others to draw attention to the document. Once you post that Chatter comment, with the file attached, the document will populate in the Documents Tab in the Project.

CROSS PROJECT GANTT: PROJECT SIDE PANEL

The Chatter tab in the Side Panel pulls in the Chatter feed from the Project record and is ideal for project-wide communication. It can be used the same way as the Project’s detail page. Select the paper clip icon, attach a file and post. That document will populate in the Documents tab of the Project.

PROJECT GANTT: TASK SIDE PANEL

The Chatter tab in the Side Panel of a Task only shows Chatter comments for that Task, but the documents will still populate on the Documents tab of your Project. Follow the same process: select the paper clip icon, attach your file, and post.

             Tip: If there are documents that are specific to a Task, use the Task Side Panel for optimal organization.

DELETING CHATTER FILES

Files can be deleted via the same Chatter Feed that was used to upload the file. Removing a Chatter File will unlink the file from the project, but it will remain stored within your Salesforce Org. This means it’s safe to remove the document from a single project via Chatter without removing it from other projects or deleting it entirely from your Org. 

PROJECT DETAIL PAGE: CHATTER FEED

Using the Chatter Feed on a Project’s Details’ page to delete a post will delete the document that was attached to it. Click on the ‘X’ in the top-right corner of the Chatter post to delete it. The document be removed from the Documents tab.

CROSS PROJECT GANTT: PROJECT SIDE PANEL

Use the Chatter tab in the Side Panel to delete a post, the document that was attached to it will also be deleted. Click on the ‘X’ in the top-right corner of the Chatter post to delete it. The document will also be removed from the Documents tab.

PROJECT GANTT: TASK SIDE PANEL

Follow the same process, use the Chatter tab in the Side Panel of a Task to delete the post, the document that was attached to it will also be deleted. Click on the ‘X’ in the top-right corner of the Chatter post to delete it. The document will still be removed from the Documents tab.

FILE’S DETAIL TAB

Deleting a file from its detail tab will delete the document entirely from your Salesforce Org. This means that the document will be removed from all the projects that were referencing it and it will need to be uploaded again if it’s needed in the future. To delete a document from your Salesforce Org, navigate to the document’s detail page, click on the arrow on the top-right corner and select ‘Delete’ from the dropdown list. 

CONCLUSION

If you have any additional questions, please feel free to send your question(s) to [email protected] One of our Cloud Coach experts would be happy to assist you!

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