Sometimes you will want to include a document already used in a process elsewhere in the project (or even from a different project) thereby modifying the structure of your project.  This doesn't add additional files or documents it simply instructs the system to show the same existing document and contents in multiple locations.

You can only add existing Documents in your project when the File Explorer form is open and operating in process mode (if index view is selected the add control cannot be selected) and when your user account has sufficient Permissions (modify required). There are a number of ways the functionality can be accessed as presented below:

  • In the File Explorer Tree View click on an existing document or the section header diamond in the section you want to copy the document to (Management products, stages or specialist products). Right click on the Document icon or name and then select 'Add existing document here...'.
  • In the Main Menu select the 'Document' menu and then the 'Add existing document here...' option.


You will then be provided with a 'select document' window which provides a list of all documents currently used in your project. Click to select the document you wish to copy and then the 'OK' button at the bottom of the form to complete the copy process. The document you have added should now be visible.

This feature is extended to enable you to share a document from another project should this be appropriate.

If you have access to reports (Manager licence required) you can produce a Document report to show all the locations where this document specific is used in this and other projects.