Adding and Publishing Document Versions

Documents in Accolade can contain one or more versions, either published so members outside the project team can view them, or unpublished so they are only accessible to members of the project team.

Important! Publishing older versions of a document that was included in a project migration or copy, or uploading a document that was downloaded from a source project into a new project, can update metrics in projects related to the source project, not the newly created migrated project. After a project is migrated, document owners should download the template or the latest version from the new project, refresh the data and update the project system ID references as necessary, and upload the document to the new project.

Upload versions of the following document types:

• Deliverables and activities.
• Related documents attached at the project level.
• Gate documents.

Who can add a document version is based both on the document type and whether you are an implicit or explicit owner of the document.

Use the Accolade Office Extensions add-in to save versions of deliverables, activities, gate documents, and related documents directly to Accolade from the application. See the online Help available in the Accolade Office Extensions add-in.

To add a deliverable or activity version from within Accolade:

Note:   You cannot add a new version of a deliverable while it is in a workflow, if the stage is locked, or if the deliverable is set to Completed.

1. Display the project and select the Stages page.
2. Click the document name to display its details.
3. In the Contents tree, click Versions to display its version information.

What displays is dependent on the document type and your ownership responsibilities to the document.

4. Select how to create the document version. More...

    

   Source Type	Description
   Add New	Select this option to upload the file and save it to Accolade. To base a new version on a template or a previous version, first download the template or version, make modifications, and then add the new version to Accolade. Click and drag files from your computer to the Versions pane to upload files without clicking Add New and selecting files.
   Add Link	Select this option to link to an external file on the network or to a website. Enter the directory path to the file or the URL to the website. When linking to a file, the file itself is not saved in the Accolade database. Therefore, if the file on the network is moved or renamed, the link to the file breaks. To copy the directory path from Windows Explorer, hold Shift and right-click the file name, select Copy as Path. Paste the path into the Add Link field and delete the quotes from the pasted text. Do not enter a path to a file on your local computer or to a network location using a mapped drive. Other users may not have access to your computer or may have mapped the same drive to a different location. A correctly formatted file path uses the format \\machine name\directory name\...\file name. Beginning the file path with a drive letter creates an incorrect format. Ensure the path is correctly formatted.

5. (Optional) Update the version details. More...

   • Select the Published check box to make the version of the document viewable to users outside the project team and available to Quick Search and Advanced Search.

   Unpublished versions are available only to members of the project team and are not included in search results. Only one published version of document can exist at one time. If you choose to publish this version, any existing published versions become unpublished.

   Depending on a system or model configuration, deliverable and activity versions may publish automatically on upload.

   • Enter the name of the person that created this document in the Author field.
   • In the Comments section, enter any comments regarding the versions, such as what has changed.
6. Click Apply to save your changes.

Clicking Apply saves the publish and comments information. However, if you exit without clicking Apply, the uploaded version is still saved with the deliverable or activity.

 

To upload a project-level related document version from within Accolade:

Note:  To upload new related documents to a project, deliverable, or activity, see Attaching Supporting Information to Projects, Deliverables, and Activities.

1. Display the project and click the Related Docs page.
2. Click the document name to display its details.
3. Select how to create the document version. More...

    

   Source Type	Description
   Add New	Select this option to upload the file to Accolade. Click and drag files from your computer to Versions page to upload files without clicking Add New and selecting files.
   Add Link	Select this option to link to an external file on the network. The file itself is not saved in the Accolade database. Therefore, if the file on the network is moved or renamed, the link to the file breaks. To copy the directory path from Windows Explorer, hold Shift and right-click the file name, select Copy as Path. Paste the path into the Add Link field and delete the quotes from the pasted text. Do not enter a path to a file on your local computer or to a network location using a mapped drive. Other users may not have access to your computer or may have mapped the same drive to a different location. A correctly formatted file path uses the format \\machine name\directory name\...\file name. Beginning the file path with a drive letter creates an incorrect format. Ensure the path is correctly formatted.

4. (Optional) Update the version details. More...

   • Select the Published check box to make the version of the document viewable to users outside the project team and available to Quick Search and Advanced Search.

   Unpublished versions are available only to members of the project team and are not included in search results. Only one published version of document can exist at one time. If you choose to publish this version, any existing published versions become unpublished.

   Depending on a system or model configuration, deliverable and activity versions may publish automatically on upload.

   • Enter the name of the person that created this document in the Author field.
   • In the Comments section, enter any comments regarding the versions, such as what has changed.
5. Click Apply to save your changes.

Clicking Apply saves the publish and comments information. However, if you exit without clicking Apply, the uploaded version is still saved as a related document.

 

To upload a gate document from a project-specific page within Accolade:

1. Display the project and select the Gates page.
2. Click the gate document name to display its details.
3. Select how to create the document version. More...

    

   Source Type	Description
   Add New	Select this option to upload the file to Accolade. Click and drag files from your computer to Versions page to upload files without clicking Add New and selecting files.
   Add Link	Select this option to link to an external file on the network. Enter the directory path to the file. The file itself is not saved in the Accolade database. Therefore, if the file on the network is moved or renamed, the link to the file breaks. To copy the directory path from Windows Explorer, hold Shift and right-click the file name, select Copy as Path. Paste the path into the Add Link field and delete the quotes from the pasted text. Do not enter a path to a file on your local computer or to a network location using a mapped drive. Other users may not have access to your computer or may have mapped the same drive to a different location. A correctly formatted file path uses the format \\machine name\directory name\...\file name. Beginning the file path with a drive letter creates an incorrect format. Ensure the path is correctly formatted.

4. (Optional) Update the version details. More...

   • Select the Published check box to make the version of the document viewable to users outside the project team and available to Quick Search and Advanced Search.

   Unpublished versions are available only to members of the project team and are not included in search results. Only one published version of document can exist at one time. If you choose to publish this version, any existing published versions become unpublished.

   Depending on a system or model configuration, deliverable and activity versions may publish automatically on upload.

   • Enter the name of the person that created this document in the Author field.
   • In the Comments section, enter any comments regarding the versions, such as what has changed.
5. Click Apply to save your changes.

Clicking Apply saves the publish and comments information. However, if you exit without clicking Apply, the uploaded version is still saved as a gate document.

Notes:    To delete a document version, click the document name to display the document details. Select the check box in the column. Click Delete or Apply. The document must be set in the process model to allow deletions of versions. If the Disable Link to File and Disable Link to Website system parameters are enabled, you cannot link to a file or website, respectively. To unpublish a document version, click the document name to display the document details. Clear the Publish check box and click Apply. If the deliverable is a Microsoft Project plan, the plan must be published using the Save to Accolade feature from within Microsoft Project in order to update dates and assignments. Accolade uses a blocklist to prevent the upload of listed file extensions as a security measure. This blocklist, stored in the SQL table ACC_DomainExtensionsProhibitedForUpload, specifies .exe files by default. To have additional extensions added to this file, contact Sopheon Customer Support .