Documents in the template may be any file type. There are no restrictions on file extensions. A document can be as simple as a text file or as complicated as a form created specifically for your business process. Some common examples include Microsoft Word documents and Excel spreadsheets. You can upload pictures, presentations, HTML, website URLs, or anything else necessary to the project. Data that is used in conjunction with other spend management applications may also be included as documents, such as sourcing events and analytical reports. You can either upload a document or choose it from the document list.
Many documents will be associated with tasks. Documents can also be submitted for review and approval.
Use a folder structure to organize documents and associate multiple documents with a task.
Documents added to project templates are included in all projects created using that template. When a user creates a project, some folders and documents are already included on the Documents tab. These came from the template level. The administrator adds documents to the template that are appropriate for this type (or any type) of project.
For example, your organization may have a project charter document that should be added to each project to collect information on its purpose and scope. This document can be added to the template (as a blank version) so that it can be completed by the project owner rather than created each time a project starts.
Since all documents added to the Documents tab of a template are added to the project, setting up documents in a template is an important task. Consider which documents need to be a part of each project. If the document can be part of the project under certain conditions, add conditions to the document so that it’s only added to the project under the appropriate conditions.
You can also create a folder structure to organize the documents and then add the documents themselves to those folders. For simple workspace templates, folders may not be required. However, for templates with a lot of conditional document content, folders are a useful way to keep the documents organized, conditionalize groups of documents, and provide users with folder-level access control options.
The types of documents that can be added to a template are the same as those that can be added to workspaces.
Summary
- Add documents at the template level to ensure consistency across projects, incorporating necessary project information.
- Use folder structures to organize documents, enabling task association, conditional content management, and access control.
- Consider document conditions to ensure relevance, adding them only when necessary for specific project scenarios.