Referencing documents

In Signavio Process Manager, you can reference uploaded or third-party hosted documents. This enables business users to have detailed background information, e.g. regulations and specifications, directly at hand when they view processes in Collaboration Hub.

There are two ways of linking documents to diagrams:

  • In case you want to access the document from different process elements and/or diagrams, we recommend you to reference them from dictionary entries.
  • To make the document accessible exclusively from one diagram, use a custom attribute of the type Document/URL. Both functionalities are explained here.

We recommend the usage of web links of the form http://[domain]/[file] to reference documents. If this is impossible and a document has to be referenced from a network storage, please note our hints for Referencing documents on network shares.

Referencing documents using the dictionary

Hint

We recommend that you create dictionary entries for your document definitions. From these entries, you can then reference documents that are in your online document management system or on your network drive. You can manage dictionary entries in a central repository and re-use them throughout your process landscape. This decreases the overhead of managing document definitions significantly. If you haven’t used the dictionary, yet, read more about the dictionary at The Dictionary and follow the instructions further below. Because Signavio Process Manager is a process management system and not a document storage, we recommend you to use the document upload feature only in exceptional cases. To manage your documents, please use a document management system.

To reference a document in a dictionary entry, proceed as follows:

  1. Open the dictionary from the Explorer. You will find it below the directory tree on the left side.
  2. Now, there are two options:
    1. Create a new entry through clicking on New entry.
    2. Open an existing entry by selecting it and clicking on Edit.
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The Edit entry dialog

  1. Under Attached Documents, you can label the link and store the location. If you want to link a document from the intranet, see Referencing documents on network shares
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Reference external documents from a dictionary entry.

Note

This functionality only allows to link documents. The documents are not stored in the model repository. Please ensure that all users can access the corresponding URLs.

Referencing documents via custom attributes

An administrator can define custom attributes in Process Manager. The attribute type Document/URL is specifically designed for web links and documents on network storages.

To enable referencing documents via a custom attribute, proceed as follows:

  • Open the dialog by clicking Setup and then Define notations/attributes.
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Define notations/attributes

  • Choose a specific subset and a modeling element, and click Add custom attribute.
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Add a custom attribute to the process element ‘task’.

  • Insert a name and a description for the attribute. Set the data type, in this case Document/URL.
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Add a custom attribute of the typ Document/URL.

Select As list to enable the possibility of linking multiple pictures or documents to one element.

Referencing documents on network shares

Hint

To link files on a network share special web browser specific settings have to be configured for web-based applications like the Explorer. Not that Internet Explorer and Google Chrome only allow linking documents on network shares but not in the local file system.

You can link a document at path G:\MyPath\MyDocument.doc that is stored at a network share using the following URL:

file:///G:/MyPath/MyDocument.doc

Important

Most web browsers have security mechanisms in place that prohibit accessing links on local file systems. For this reason you might not be able to access the documents by clicking the link.

The following instruction sets explain how to configure your browser to allow accessing the files:

Mozilla Firefox users:

  • Close all windows of Mozilla Firefox

  • Open the following file using a text editor.

    • Windows:

    C:\Documents[YourWindowsUsername]\Application Data\Mozilla\Firefox\Profiles\[YourFirefoxProfile]\prefs.js

    • Unix:

    home/[YourUnixUsername]/.mozilla/firefox/xv7ftnh.default/prefs.js

  • Add the following three lines to the end of the file and save it:

user_pref("capability.policy.localfilelinks.checkloaduri.enabled", "allAccess");
user_pref("capability.policy.localfilelinks.sites",
"https://editor.signavio.com http://academic.signavio.com https://app-us.signavio.com https://app-au.signavio.com";
user_pref("capability.policy.policynames", "localfilelinks");

Note

If you use an on premise installation of Signavio Process Manager, replace https://editor.signavio.com http://academic.signavio.com https://app-us.signavio.com https://app-au.signavio.com with the URL of your system in the example above.

With those settings it is possible to link documents on network shares and on the local storage.

Internet Explorer users:

  • Click the gear symbol in the upper right corner and choose Internet Options. The Internet options dialog open. Switch to the tab Security and click Trusted Sites:
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The trusted sites settings*

  • Click Sites:
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To display all trusted sites for the zone, click ‘Sites’.

A window is opened containing a list of trusted sites. If you already opened Signavio Process Manager, the website signavio.com will already be entered into the upper text field. If not, enter it manually.

Important

For the On Premise Edition, the URL of the Process Manager system differs. Replace https://editor.signavio.com with the URL of your on premise server.

  • Click OK:
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Signavio Process Manager will be added to the trusted sites.

  • Signavio Process Manager will now be added to the list of trusted sites. Click OK to return from the Internet options menu.

Note

If you are using Microsoft Edge you can only configure trusted sites by opening Internet Explorer and adjusting the settings as described above. Internet Explorer’s trusted site settings will apply to Microsoft Edge as well.

Google Chrome users:

You can install the Chrome Extension Local Link, which creates a copy of a linked document each time you activate the link. However, this does not support editing the document. With those settings it is possible to link documents on network shares, but not on from local storage.