Attaching Documents to User Data Fields

User data fields are customized fields that you can create to capture information about a PPM entity that is not captured by standard fields. If a user data field for an entity has a validation value set to Attachment, then users can attach documents to that field.

Note: For information about creating user data fields, see the Demand Management Configuration Guide.

To add an attachment to a user data field:

  1. Log on to PPM and open or create an entity that has a user data field to which you want to attach a document.

  2. In the attachment section for the user field, click Add.

    The Add Document window opens.

  3. In the File field, click Choose File to select the document.

    Note: The file you specify must reside in a directory on the Project and Portfolio Management server.

  4. (Optional) Provide information for the boxes listed in the following table.

    5. Box

    Description

    Initial Version Comment

    Type notes on the initial version of the document you are attaching.

    Author

    Type the name of the document author or authors.

    Description

    Type a description of the document and its purpose.

    Key Words

    Type keywords to add to an index of document contents. The keywords you add to attachments help users search for entities with attachments that contain those words.

    Note that users cannot search non-text attachments such as image files unless you specify keywords.

    For information about fulltext indexing, see Configuring Full Text Search in Database-Based DMS Solutions.

  5. Click Add.

    The document is attached and is now listed in the User Data section of the entity page.

  6. (Optional) You can replace or remove the document you just uploaded. To do so, click Replace.

    The Replace Document window opens.

    • To remove the document, simply click Remove Document and then click OK when prompted.

    • To replace the document,

      1. In the File field, type the full directory path of the file to attach. Alternatively, you can click Browse, and then navigate to and select the file.

      2. Provide information in other fields as necessary.

      3. Click Replace.

  7. Click Save on the entity page.

    The document is loaded into the document management system.