Viewing Document Details and Versions
Each document contains additional details, and can contain a template and one or more published or non-published versions. Where you access a document depends on the document type, and your project accessibility. Depending on your system's configuration, Gate documents are available in the project Gates page, deliverable and activity documents in the Stages page, and project related documents in the Related Docs page and from the All My Work page.
Published versions of each document type are also available through Quick Search and Advanced Search. To add or publish a version of a document, see Adding and Publishing Document Versions.
Depending on how the deliverable or activity is configured in the model, access may also be restricted by user role. For deliverables and activities set up with these restrictions, users must also have the user roles assigned to the deliverable and activity within the model to view and download templates, the latest version within the project, and to published versions through Quick Search and Advanced Search. Without the assigned user role, users cannot access any content or details for the deliverable or activity.
Document Details
Each document has a set of details that includes the document name, a description, the latest version and latest published versions available, access to the document's template, and other information.
Deliverable and activity details also include information about the following:
- Workflows assigned.
- Document dates.
- Stage and gate information.
- Custom information, or extended fields, assigned to display in deliverables or activities.
- Filter options for matrices with filters defined. Process Managers (and Idea Managers for Idea projects) with Manage Process rights and the assigned Project Manager can change these options for deliverables and activities. Deliverable owners can change these options for activities for their deliverable.
- Access to
The availability of the information above within the Deliverable/Activity Details is dependent on your Accolade configuration.
All users who have access to a project can view the details of the published version of a deliverable or activity within the project. Members of the project team have access to the unpublished versions.
To access document details:
- Display the project that contains the document.
You can search for a published document using Quick Search or Advanced Search, or access a document's details from the All My Work page available on the Workspace menu.
- If you displayed a project, select the Gates
, Stages 
, or Related Docs 
page, depending on the type of document. - Click the document name to display the document's details.
For deliverables and activities, details are displayed in either the Summary pane on the left side of the dialog or by clicking More Details in the dialog's Contents tree.
If accessing gate documents from a project-specific page, navigate to the pod area containing the gate documents and click the document name to display the details.
Document Templates
Gate, deliverable, and activity documents can have a template, which is the starting point for creating the document. Process Designers assign templates to gate, deliverable, and activity documents in the Process Model. Document owners can download templates when they start to work on their process documents. Templates often include the initial formatting for a document, and Accolade field codes that pull specific information from Accolade, such as metric values or project details such as the project name and description.
Document templates do not apply to related documents on a project, or related documents attached directly to a deliverable or activity.
To access document templates:
- Display the project that contains the document.
You can search for a published document using Quick Search or Advanced Search, or access a document's details from the All My Work page available on the Workspace menu.
- If you displayed a project, select the Gates or Stages page, depending on the type of document.
- Click the document name to display the document's additional details.
- Do one of the following:
- For deliverable and activity document templates - At the top of the Contents tree, expand the Versions section and click Template.
To download a template of a deliverable or activity directly from the Stages page without accessing the document details, click the 
(or similar icon) next to Template to download it. Anyone with access to the project can download the template from the Stages page.
- For gate document templates - Click the associated file type icon with the file name.
Document Versions
Creating a version creates a copy of the document as it was at a particular point in its development. A version can be published, which makes it accessible through Quick Search and Advanced Search to Accolade users outside the project team who have access to the project. Non-published versions are accessible only to project team members and Process Managers and Idea Managers with Manage Process rights.
To access published document versions:
- Display the project that contains the document.
You can search for a published document using Quick Search or Advanced Search, or access a document's details from the All My Work page available on the Workspace menu.
- Select the Gates , Stages , or Related Docs
page, depending on the type of document and review the details.
To narrow the list of related documents and images on the Related Docs page, click Filters on the right side of the page and select to filter by category, stage, uploaded date, or by the user who uploaded the document. Click Apply Filters.
- Click the document name to display the document's additional details.
- Do one of the following:
- For deliverable and activity documents - At the top of the Contents tree expand the Versions section and click Published Version. For documents linked to a previous stage, click Linked Version.
- For gate documents - In the Versions of this Gate Document section, click the icon next to the version that indicates Yes in the Published field.
If accessing a gate document from a project-specific page, click the icon next to the published version listed in the gate document details.
- For project related documents - Click the file type icon in the row indicated as published.
To download a version of a deliverable or activity directly from the Stages page without accessing the document details, click the 
(or similar icon) to download the selected version. To download a published version directly from Quick Search or Advanced Search, click the file type icon next to the document name in the search results.
For documents that are linked to a previous stage, click the 
(or similar icon) to download the latest version from the previous stage.
To access non-published document versions:
- Display the project that contains the document.
- Select the Gates , Stages , or Related Docs page, depending on the type of document and review the details.
To narrow the list of related documents and images on the Related Docs page, click Filters on the right side of the page and select to filter by category, stage, uploaded date, or by the user who uploaded the document. Click Apply Filters.
- Click the document name to display the document's additional details.
- Do one of the following:
- For deliverable and activity documents - To download the latest version, at the top of the Contents tree, expand the Versions section and click Latest Version.
For documents that are linked to a previous stage, click Linked Version to access the latest version of the document from the previous stage.
To access all versions of the document (latest, published, and non-published), click Versions at the top of the Contents tree. In the Versions section, click the icon next to the version to download. If you are not a project team member, you can see the versions in the table; however, you only have access to download the published version.
Members of the project team can click or 
(or similar icons) next to the deliverable or activity on the Stages page to view and download the latest version of published or unpublished documents.
- For gate documents - Click the icon next to the version in the Versions of this Gate Document section. All non-published versions indicate No in the Published field. Click the icon next to the version to download and view it. Click the version name in the Version field to access the version's details.
- For project related documents - Click the document or image name to access the details and non-published versions. Click the name of version name to download it.
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