This article will introduce you to the different documentation possibilities available in Tuleap.
Although Tuleap’s document manager cannot be compared to dedicated document management systems, it is nevertheless very useful for publishing essential documents for your user community. These may include, for example: installation, administration, or user guides, API documentation, FAQs, and more.
The features of the document manager are as follows:
The Tuleap document manager can handle any type of document.
Documents are stored in folders. You can have subfolders within a folder.
Documents can be edited online (see embedded files and OnlyOffice integration).
Access control rules can be defined for each document or folder.
Documents have properties, as well as searchable properties.
Activate the document service
The different document formats
A Tuleap project allows you to create, update, and share different types of documents and files.
1.Basic elements
Folder: used to group and organize documents and information.
Artidoc: this is a Tuleap-specific type of document. Each section of the document is an artifact. Once the Artidoc is created, it must be configured with a Tracker. This tracker will be used to create new sections.
Uploaded File: any type of document can be uploaded, whether it’s a PowerPoint presentation, a simple image, or a complete Office document. Files are versioned, meaning you can add new versions to an existing document.
Embedded: HTML text that can be edited online. Embedded files are versioned.
2.Online office files
Office files such as Word documents (.docx), PowerPoint presentations (.pptx), or Excel spreadsheets (.xlsx) can be viewed, created, and edited directly in your browser when the OnlyOffice integration is enabled.
3.Other elements
Link: allows the user to reference a document via a URL. The document itself will not be stored locally in the Document Manager.
Empty: the document will have no type. The user can change its type after creation.
Managing project documentation
Update properties: if users have sufficient permissions, they can update the properties of a document or a folder.
Permissions: this action allows a user to manage the permissions of a document or folder. Folder permissions can be applied recursively to the entire folder hierarchy.
There are three types of permissions:
Readers
Those who can “read” a document or access the contents of a folder.
“Reading” means accessing the document, viewing it in the tree structure, and consulting its properties and history.
Writers
Writers are readers who can also modify the document.
“Modifying” means uploading a new version, changing the link or wiki page name, editing properties, moving the item, or deleting it.
Managers
Managers are writers who can also define the permissions of a document or folder and access logs.
Notifications: this action allows users to be notified when an item is modified. They will receive alerts when a document is created in a folder, updated, moved, and so on. To enable this, users simply need to check the corresponding box.
Logs: this action allows administrators to choose which users can view logs and previous versions (if any) of documents.
Approval tables: this feature allows the configuration of an approval workflow. For documents with an approval table, a colored badge is displayed according to the review status on documents containing such a table.
Copy: documents or folders can be copied or moved to another location within the project documentation.
Download as ZIP: downloading as a ZIP archive is available for all folders.
You can download folders as ZIP archives. Each subfolder, file, and embedded file contained within the folder will be included in the ZIP archive. Embedded files are saved in HTML format. The ZIP archive contains the latest version of each file.
Please note that although the file has a .zip extension, the files are not actually compressed. The .zip format is used to create a downloadable archive, but the server does not compress the files inside, as this would be too resource-intensive for the Tuleap server.
Downloading a folder as a ZIP archive is subject to size limits that can be defined by your site administrator. By default, users cannot download folders larger than 2 gigabytes (GB).
Information
If Tuleap encounters a problem while processing a file (such as a corrupted, missing, unreadable file, or insufficient memory), it will add a file named TULEAP_ERRORS.txt to the root of the ZIP archive. This file will list all the problematic files that could not be downloaded. In this case, please inform your site administrator.
Information
For Mac OS X users, there is a specific limitation: if the folder exceeds 4 gigabytes (GB) or contains more than 64,000 files, the native Mac OS decompression tool may not be able to open the archive. Tuleap will notify you if you encounter this situation.
Create a document
Go to the “Documents” section in your project menu, then click “New” to access the different categories mentioned above. All that’s left is to choose the type of document or file you want to create.
When creating or uploading a document or file, Tuleap will ask you for several pieces of information, including the title (required), a description, and the permissions granted on this file to project users, depending on their role.
Document management
Once your document is created, you can perform several actions, such as locking it, downloading it, enabling/disabling notifications, requesting approval from other users, and more.
