NOTE: Documents is an additional module, if you do not have this option on your Projects page, speak to CMap support to discuss how to add this onto your CMap Subscription.
Documents Main Page Explained
The Documents Module enables you to upload documents relating to Potential Projects, Live Projects and also in the HR Module.
Project Team Setup
If a project hasn’t already been linked with a Team, when you fist visit the Documents area you will be asked to do this. You will be provided with two options.
If you choose to Create a new team, this will automatically happen, following the structure that was configure within the MS Teams Integration Settings admin tool.
For more information on MS Teams Integration Settings please refer to the dedicated Knowledge Base article.
If you choose to Connect to an existing Team you will be provided with the following window.
This will allow you to browse through your existing Teams/Channels and link this project to one that already exists.
To use the documents functionality within a project, the project must be connected to a Team.
You are able to create bespoke folder structures to make sure your documents are grouped and organised.
To create a new folder, click on the folder icon on the right-hand side of the page.
The following box will appear
Simply add the name of your folder and click save. You can add as many folders as you need to build your bespoke folder structure.
Folder Structures and MS Teams
Once you have created your Project Channel in Teams, all of the project’s documents stored in CMap automatically become available in the Files area within the channel.
You will see that the folder structure mirrors that already set up in CMap
Of course, this also works in the same way if the folders or documents are added to the File area in Teams, they will be mirrored in the Documents section of your project in CMap.
Creating New Documents & Uploading Documents
You can upload documents by clicking on the upload icon underneath the project code and title and then by browsing for a file and clicking the Upload button.
If you want to create a new document from a document template, this can also be done in CMap. Click on the New button on the top, left hand side of the page. The following box will appear.
Select a template from the Template dropdown list, enter a document name and click Create.
The document will then be created.
For more information on Document Templates and how to manage these please refer to the dedicated Knowledge Base article.
Live Editing Your Documents
You can open and edit a document in either CMap or Teams and all changes are updated live in both versions.
You are also able to collaborate with your colleagues, working together in real-time on the same document at the same time.
The Actions menu can be found underneath the project code and title in the top right-hand corner.
If you click on the Actions menu, a list of options will appear which gives you the ability and flexibility to perform various editorial tasks.
To Download the file you can either click into the Actions menu, or if you click on the title of the document the following box will appear
Selecting to Open in Word Online will open the document up within a new browser window for you to edit. If you prefer to use the MS Word application, select the Open in Word option. Once you have opened your document feel free to cancel this window.
These options are all accessible via the Actions menu. Simply check the box next to the document that you wish to rename or delete and select the relevant option in the Actions menu.
When you select to rename a document, the following box will appear
If you wish to delete a document, you will be prompted to confirm you are sure that you wish to delete the document. Select Yes and the file will be deleted.