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Version: 12.0

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 Document 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, 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 Document is created in the Object Catalogue. The imported file is referenced in the Notebook of the new object in the attribute Referenced document.

Upload Document in Notebook

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

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

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

  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 Document Model.

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

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

Make Documents Available in Different Language Versions#

When you add a new document, it is displayed in all languages​​. To make the same document available in another language version:

Open Document in the Database#

Documents in the database can be opened from different locations.

Object Catalogue or Graphical Editor

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

Notebook

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

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

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

Another Object Referencing the Document

In the graphical editor, you can open documents in the database which are referenced from another object (e.g. from a Task):

  • 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 Document object, and then click the name of the referenced document.

Delete Document in the Database#

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

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

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

  • Click the Remove attachment icon in the attribute Referenced document. 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 Document 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 Document object which contains the referenced document. Switch to the Notebook chapter General information.

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

  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.

Review and Release Documents#

The document release workflow allows submitting documents for review and release. For details please refer to the section Document Release Workflow.