Document Management is required in order to handle the large number of documents in form of
- Project planning documents
- Architecture of the project
- Implementation documents
- User documents
- Product images/logos
- Requirements Specification Documents
Document management under this application has the following functionalities
The
documents are stored in such a way that the members in the project can
access it easily whenever required.Folder can be created and files can
be uploaded & organized easily.
Zoho
Projects supports versioning wherein same document can be uploaded with
changes many times and each time the document is uploaded a unique
version is assigned to it. The documents will have revision numbers to
show the changes made by different users at different periods of time
and any version of document can be downloaded at any time.
You
can also search the documents using the document tag based search. You
can type the tag name to search a document under a particular project.
You
can use tags to mark any document for easier identification or for
future reference .To create a tag, you need to enter the tag name in the File tags field while uploading a document.This attaches the tag to the uploaded document.
Documents
are backed up on daily basis. We have a automatic file recovery system,
from which files can be restored in case of failure.
The list of all the tags of various uploaded documents are displayed under the Tag cloud, most referred ones under popular tags.
On
the right side of the screen, you can see the Add button next to
folders name displayed. You can use this to create more folders. To
delete a folder, use the delete button next to the respective folder
names.
You
can click on the version number displayed to upload the latest version,
move the document to another folder or delete the document from here.
- Disk space usage stats (for the account, for the user, for folders as shown in the below screenshot
Zoho
Projects now comes with a feature which can give you the statistics of
the amount of disk space utilized. This can be obtained from the
'Documents' tab where you find out the disk space used the users, or
the disk space utilized for folders. This statistics is useful to
eliminate any unnecessary folders or documents which occupy the disk
space, so that it is used optimally.
a question is that when one uploads a document is there functionality to allow comments which might appear when others view the document..such as what is its purpose, what salient points are in the document etc. Thanks
can we link the file created by other zoho programs like zoho writer?
@offerme.com.au
As of now, its not possible to link the files created in other Zoho programs like Zoho Writer or Zoho Sheet with Zoho Projects.
Documents has to be either uploaded or created in Zoho Projects.
Can I download all the files and backup my documents on my notebook?
Pedro/Brazil
@six.pedrohenrique,
Yes, you can download all the files/documents uploaded into the documents module of Zoho Projects.
HOW can you download all of the files in my documents? How about forum posts?
@shoresh,
Click on the document name to download the document. As of now, only one document can be downloaded at a time.
It seems like a user can only use 40MB. That is what the Disk Space Used meter at the top of the page shows as the maximum. Can the max be changed and if so how? If not, can that be added as a new feature?
lhsilva
The 40MB displayed at the right end of the disk space meter is the used disk space and not the total disk space. To know the allocated disk space, place the mouse over the disk space meter.
But is the 40MB shown at the right side of the meter the maximum that a user can use? What happens if a user uses 50MB, for example? My concern is whether or not there is an enforced used space limit by user. Is there?
lhsilva
The allocated disk space is for the entire portal and there are no restrictions that a user can use only certain amount of disk space.
i.e. There is no enforced used space limit for any particular user.
It sure would be nice to be able to view a thumbnail of graphics files, like in many of the other project management programs. Any time soon?
It says insert style sheet... but there's no place to edit css for the doc... does it want a link to a style sheet publicly available on the web??
@ bramsan
Thumbnail view of files is available in Zoho Projects.
Click Documents tab --> click the second icon to the right of upload new file button to view all the files in thumbnail view.
Is it possible to store video?
Is it possible to secure documents so they can be seen by some users and not others?
@Guest
Yes, it is possible to upload and store video in the documents module of Zoho Projects.
@david.sarnowski
As of now, its not possible to secure documents where only certain project members can view the document. This option will be provided in future as per the priority.
I was under the impression that I would be able to manage access rights of users to certain parts of the site. One example would be to allow only certain users to access certain folders for documents. Is this possible?
@ rcochran,
As of now, its not possible to set access rights for any project member. i.e all the users can access all the folder & documents.
Ability to set access rights for project members is already taken up in our road map and will be provided in future as per the priority.
Hi,
is it possible to share the Project documents with Zoho Docs?
Same questions for user management. The user management could be integrated with other Zoho products, e.g. Zoho People or provide have a generic function for the management of users/roles/permissions/etc..
If this is not available at the moment. Do you have any plans to implement this in the near future? When?
Who has versioning control? as in a variety of controls dealing with documents (locking, assigning etc)?
Thanks!
jesse
@oakley.jesse,
Users do not have the control over document version, as these version number are pre-defined and cannot be changed.
Whenever I attempt to create a document the process fails without any indication of error. Is there a work-around?
@mgbarnaba,
When you are create a new document, Zoho Writer's remote editor will open up in a new window/tab.
If the browser's pop-up blocker is enabled then Zoho Writer's remote editor will not open up. So make sure that the browser's pop-up blocker is disabled and then try creating a new document.
When I try to add a new version, it gives every indication that it has completed, but the version number does not change, and the old file is still there.
Are there certain requirements that the new version has to meet? E.g. does it need to have the exact same filename as the original version (I have a version number in the filename as well).
@louise_marston_em,
New version of a file might fail to upload, if File Name mismatches /Content Type mismatches.
File Name mismatch
File name of previous version and current uploaded file name does not match.
Content Type mismatch
File mimetype of previous version and uploaded file mimetype are not the same.(Eg):i,e Previous version of the file is a jpg and uploading version of a file is a xls.
Please check whether you face the above said error messages while uploading a new version file.