Connect-NM Repository – User Guide
1. What is the Connect-NM Repository?
The Connect-NM Repository is the central document management area of the Connect-NM platform.
It provides a structured environment where project documents, technical files, reports and other relevant information can be stored and shared among authorised users.
The repository is organised according to the structure of the Connect-NM project and allows users to access documents according to their role and permissions.
The system also keeps track of documents and their workflow status, helping users identify documents that have been uploaded, reviewed, approved or published.
2. Purpose of the Repository
The main purpose of the Connect-NM Repository is to provide a common and reliable location for managing project documentation.
The repository is intended to:
- centralise project documents in a single location;
- facilitate document sharing among project participants;
- ensure that users can access the documents relevant to their activities;
- support the review and approval process;
- maintain different versions of documents when required;
- improve document traceability and accessibility.
Users should avoid storing official project documents outside the repository whenever the document is intended to be shared with other project members.
3. Uploading and Managing Documents
Authorised users can upload documents to the repository through the document management interface.
When uploading a document, the user may be required to provide additional information such as the document title, description, document type or other metadata.
Before uploading a document, users should make sure that:
- the document has the correct filename;
- the appropriate document version is being uploaded;
- the required metadata is correctly specified;
- the document is stored in the appropriate project folder;
- the file does not contain unnecessary temporary or obsolete information.
After uploading, the document may become part of the project workflow and may require review or approval by another authorised user.
4. Document Workflow and Approval
Some documents uploaded to the repository are subject to a review and approval workflow.
After a document has been uploaded, the designated reviewer is notified and can access the document through the workflow interface.
The reviewer can examine the document and either approve or reject it.
If a document is rejected, the uploader may be required to upload a new version or make the requested corrections.
The workflow allows users to identify the current status of a document and provides a clear distinction between documents that are still under review and documents that have been approved.
Users should always check the workflow status before considering a document as an approved project document.
5. Searching and Accessing Documents
The repository provides users with access to the documents for which they have the appropriate permissions.
Documents can be located by navigating through the project folder structure or by using the available search and filtering functions.
When looking for a specific document, users should consider using:
- the document filename;
- the document title;
- the document type;
- the project or folder;
- the document status;
- other available metadata.
Users should always work with the latest approved version of a document whenever multiple versions are available.
6. General Guidelines
To ensure that the repository remains organised and useful to all project participants, users should follow a few general guidelines.
File naming
Use clear and meaningful filenames. Avoid unnecessary special characters and ambiguous names.
Document versions
When a new version of an existing document is created, use the repository’s versioning or workflow mechanisms rather than creating unrelated duplicate files whenever possible.
Document organisation
Upload documents to the folder corresponding to their project activity or document category.
Access permissions
Do not attempt to access or distribute documents for which you do not have the appropriate authorisation.
Data quality
Before submitting a document for review, verify that the file is complete and that all required information has been provided.