Document Manager
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Note that starting from Codebeamer release 20.11-SP5, hash symbols ("#") are not allowed in document names, including file attachments uploaded to Codebeamer. When creating a new document or uploading a new file, hash symbols are automatically converted to dash characters ("-") in their names. The rules on file upload from Windows OS are:
• Square brackets are not removed if uploaded.
• Hash # is replaced with - character if uploaded.
• ” * / : < > ? | characters are replaced with _ when downloaded (these characters are illegal on Windows, but allowed on Linux).
• Uploading files with % in the name is allowed and not replaced.
• Also, any HTML markup from the file name is removed (for example a text like " < a > ").
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To enable the Document Management module additional licensing is required, as of Codebeamer 21.09. For more information on how to obtain the license, contact the Intland Sales Team. See also: Document tracker configuration instructions.
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Introduction
The Document Manager provides a secure, role-based document access where you can share, upload, download, browse, version, approve and track documents.
Please note that you can access the documents directly from WebDAV enabled desktops and applications, such as MS Office. See WebDAV related information later in this document.
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An important new feature in Codebeamer 5.5, Document Baselines, is described in detail in Baselines
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The following main features are provided:
• Electronic signature with Baselining - When you create a new baseline, a snapshot of your documents is saved for audit and traceability purposes.
• Role-based Access Control - Control which documents can be read or written by users having various roles or custom roles.
• Version Control - Track document versions and prevent accidental document deletion or overwriting.
• Document Delivery and Notification - Users can create and download folders for software delivery as well as organize secure document distribution with access notification and access audit trail.
• User Access Audit Trail - Tracks how and when documents are accessed by users. Regulatory compliance may require a permanent record of document access such as: read, modify or delete.
• Search and Indexing - Full text search and indexing on Microsoft Word, RTF, PDF, HTML, Wiki and Text documents.
• Folders and Sub-folders - Users can create folders and sub-folders and store and organize documents.
• Comments and Attachments - Users can comment documents and add related attachments.
• WebDAV access - With the WebDAV Web based Distributed Authoring and Versioning protocol, users can access documents directly from Microsoft Office and other WebDAV compliant applications.
Access the Document Manager from the Codebeamer main page by selecting a Project. Then click on the Documents Tab, across the top. Document versions are separately stored and can be restored. Attributes, permissions and email notifications can be set, and indexes and tags added. The documents can be accessed from a browser or from a WebDAV enabled application.
Adding a Document and Bulk Uploads with Zip files
You can add (upload) single or multiple documents to the document manager. To add documents, click the New Filebutton and use the Choose files to upload hyperlink to find your first document. Use the
option to create fields to browse up to 2 more documents to batch upload. Then click the blue Add button.
option to create fields to browse up to 2 more documents to batch upload. Then click the blue Add button.You can add more than three documents at the same time by packing the documents into a Zip (or Gzip or Tar) file, and then automatically unpacking the contents of the uploaded Zip, Tar or Gzip documents. To unpack at upload, check the Unpack archive files with .zip, .tar, .tar.gz or .tgz extension button. Then click the blue Upload button. When the Unpack archive files with .zip, .tar, .tar.gz or .tgz extension button is set, the server will unpack the document from the Zip archive after uploading, preserving the directory structure.
Upload Limit - Maximum File Size
The default maximum size of a document upload in Codebeamer is 5Gb.
 | If you need to change this limit, please ask your system administrator, or see Post-installation Configuration |
Search Documents
Full text search is provided on Microsoft Word, RTF, PDF, HTML, PPT Wiki and Text documents. More information on Searching
Adding New Wiki Notes
Wiki Notes are Wiki documents stored and referenced under the Document Manager. You can use Wiki notes as a notebook to record ideas, memoranda, to-do lists, etc. Writing notes is quick and easy. To create a new note click New and select Wiki Noteoption. You can use the Wiki formatting, link and macro features. See the on-line Wiki Markup and Plugins for details.
Adding New Diagram
You can create new diagrams under documents. Just click 
and select the Diagram option.
and select the Diagram option.The diagram editor window opens. Diagrams created under documents can be inserted to tracker item descriptions, comments etc. using the insert button of the WYSIWYG editor.
Working with Documents
You can organize documents within a directory by Status, Description, Name, Version, Modified At, Modified By and Size by simply clicking on their respective headings. You can also organize by Tag.
Properties
To the right of the file-name in a document-containing directory of the file manager, you will see a symbol for a pull-down menu. Select Properties from the tool-tip pull-down menu.
If you select Edit Properties, the Edit Properties window appears. In this window, you can edit the Name, Owner, Status, Description and Max. Versions fields of the selected document.
Adding Comments and Attachments
You can leave your questions or comments with attachments regarding a document by opening the Comments & Attachments tab.
Discussions related to the document are an essential part of the document reviewing process.
Associate Document with other Artifacts
You can also easily associate artifacts to other documents, issues (bug, task, requirement) , wiki pages, by opening the Associations tab. Associations function in both directions: if a document is associated with a tracker issue, the tracker issue will also gain an association with the document.
Tagging Documents
Directories and documents can be classified using tags, see more information here.
Accessing Documents from MS Office And Windows with WebDAV (Webfolder)
A complete set of document management functionality is accessible directly from the Microsoft Office toolbar and the Microsoft Windows Explorer using the WebDAV protocol. From the Windows desktop you can use copy/paste to access documents.
Restore Deleted Document from Trash
When a document is deleted, it is archived in the document trash. The project administrator can restore deleted documents from the trash. Only the system administrator can empty the document trash.