About Documents

What are Documents?

A Document is a formal artefact that is produced in order to complete a specific Project Goal.

Examples:

How should they be used?

The typical Document management process within Project on Demand is as follows:

Project Management Process Step Action within Project on Demand
1 Produce the draft Document. Edit the Document.
2 Perform Document Review(s).
  1. Set up Reviewers within Stakeholder Management.
  2. Send Document for Review.
  3. Reviewers submit Document Review with comments.
  4. Edit draft Document according to Review comments.
  5. Repeat Review process if necessary.
3 Gain final Document Approval(s).
  1. Set up Approvers within Stakeholder Management.
  2. Send Document for Approval.
  3. Approvers submit Document Approval / Rejection with comments.
  4. Edit draft Document according to Approval / Rejection comments.
  5. Repeat Approval process if necessary.

Permissions

Documents have four different Stakeholder Permissions associated with them, each permission unlocks a different feature related to Documents:

Permission Feature granted
View View Document
Edit Edit Document, manage Document Reviews and Approvals.
Reviewer Review Document - Users with this permission appear in the available list of Users a Document Review can be sent to.
Approver Approve Document - Users with this permission appear in the available list of Users a Document Review can be sent to.

All above features can be accessed through the Project Dashboard via Phase Progression or Pending Actions.

Common Properties / Features

Each Document is unique and serves a specific purpose but every Document has the following properties and features in common:

Property Name Description Possible Values
Status The current condition of the Document. Inherited from associated Goal. Generated by the application or manually set to: Not Started, In Progress, Reviewed, Approved, Rejected or Not Required.
Author Person responsible for producing the Document. User with Project access.
History Describes any major Status change events or anything else the user chooses to manually record. List of History records.

Two features that are available on Documents on all tabs is the Refresh and the View / Edit Mode Toggle feature. They can be accessed by clicking on the icon at the top center of the Document. The Refresh feature will refresh the Documents data from the database.

Concurrency

The following Document tabs implement pessimistic concurrency, meaning all contained items are locked to be edited by only one person at a time:

Document Tab
Requirements Specification Current Position
Requirements Specification Requirements
Design Specification Solution Design

All other Document tabs and associated items implement optimistic concurrency meaning should any data conflicts arise options will be provided to overwrite or reload data.

Note: Although Documents have optimistic concurrency control implemented on them as a whole, "child" items contained within Documents follow different rules depending on what they are: