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Version: 16.0

Document Management in the Database

You can upload documents into the database in order to use them in models. The uploaded documents are maintained as objects of the type Representation in the Object Catalogue. When a repository is exported for backup and migration purposes, the documents are exported as well.

Allowed File Types

By default, allowed file types include: doc, docx, ppt, pptx, xls, xlsx, csv, txt, pdf, rtf, png, jpg, gif, jpeg, bmp, zip, rar, 7z, axr, xml, bpmn

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The object type for documents depends on the Application Library and product configuration. By default, imported files are Representations in the ArchiMate Application Library.

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The object type for documents, the file types which are allowed for import in the database and the maximum file size (up to 50 MB) can be configured in the Administration Toolkit.

Create New Document in the Database​

There are several ways to create documents:

Drag Document to Object Catalogue

To create a new document in the database:

  • Drag a file from your computer to the Object Catalogue.

A new object of the class Representation is created in the Object Catalogue. The imported file is referenced in the Notebook of the new object in the attribute Referenced representation.

Upload Document in Notebook

If you have already created a Representation object you want to use in modelling, you can proceed as follows:

  1. Open the Notebook of the Representation object in which you want to reference the import file. Switch to the Notebook chapter General.

  2. Click the Attach file icon in the attribute Referenced representation.

  3. Select a file from your file system and confirm. The file is uploaded to the database.

Drag Document to Graphical Editor

Alternatively, you can create a document directly in the graphical editor. Proceed as follows:

  • Open a model.

  • Drag a file from your computer to the drawing area.

A new object of the class Representation is added to the model. The imported file is referenced in the Notebook of the new object in the attribute Referenced representation.

Make Documents Available in Different Language Versions​

When you add a new document, it is displayed in all languages​​. There are several ways to make a translated version of the document available in a different language:

In the Notebook

To replace the document in the Notebook:

  1. Switch to the desired language.

  2. In the Notebook of the Representation object, replace the referenced document via the Attach file icon .

In the Translation Editor

To replace the document in the translation editor:

  1. Open the Representation in the translation editor.

  2. In the table at the top, select the Referenced representation attribute.

  3. In the bottom pane, in the column of the language to be translated, replace the referenced document via the Attach file icon .

Open Document in the Database​

Documents in the database can be opened from different locations.

Object Catalogue or Graphical Editor

  • Right-click the Representation object, and then click the name of the referenced document.
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When you select multiple Representation objects, you can choose the desired document from the submenu Referenced representation.

Notebook

  • Open the Notebook of the Representation object which contains the referenced document. Switch to the Notebook chapter General.

  • In read mode, click the link to the document in the attribute Referenced representation.

  • In edit mode, click the Download attachment icon in the attribute Referenced representation.

Another Object Referencing the Document

In the graphical editor, you can open documents in the database which are referenced from another object:

  • Click the small pictogram that visualises the information that a document is referenced in the object on the drawing area (e.g. ) or:

  • Right-click the referencing object, point to References, point to the Representation object, and then click the name of the referenced document.

Delete Document in the Database​

The Delete command allows you to delete a Representation object which contains the referenced document in the database.

If you just want to delete the document in the database but keep the Representation object:

  • Open the Notebook of the Representation object which contains the referenced document. Switch to the Notebook chapter General.

  • Click the Remove attachment icon in the attribute Referenced representation. The document is deleted from the database.

Share Document in the Database​

You can create a direct link to a document in the database. When you share this link with a colleague and they click it, the Notebook of the Representation object is opened and the shared file is downloaded automatically.

In order to share a document in the database:

  1. Open the Notebook of the Representation object which contains the referenced document. Switch to the Notebook chapter General.

  2. Click the Share file icon in the attribute Referenced representation.

  3. Now do one of the following:

    • Paste the URL wherever you need it. Depending on your browser, the URL is either copied directly to the clipboard or you have to copy it manually.

    • Share the URL by email. Click the Share button to open the default mail client with a predefined subject and message body.