We are in Clarity old version 12.1.3 SP7 with MS SQL Server 2005 DB. Currently in process of DB upgrade and moving to SQL Server 2008 R2 with same clarity version.
We have a small enhancement request to develop a tool where we are looking to store some project related document (around 20 documents on each project) in Clarity .Keeping in mind the old version of application and DB, we have proposed to keep document in document specific site and mention the URL only in Clarity rather than really uploading the documents via attachment fields or using "Collaboration" feature at project level. We would like to know what is the best practice to implement such requirement in Clarity . Is Clarity capable enough to treat as documentum system including check in/ check out and access rights feature ? Currently we attach around 15 documents on average in each project and this requirement would be to add additional 20 more documents.
I know Clarity has integration with sharepoint and that looks better option rather than using Clarity to store the documents.
Any suggestion is much appreciated.
In my experience the best practice for associating documents to projects is to use the Document Manager feature in Clarity and store documents in the database. An exception would be a case where access to the documents is required for non-Clarity users. In those cases there isn't a best practice of which I am aware. The SharePoint link you refer to may not provide what you expect.
There seems to be some concern about the DB, but apart from the size I'm not aware of any problems MS DB may pose regarding the document storage.
Document Manager provides check-in, check-out, versioning, history, and security, as well as process automation and notification capabilities. The document security is in addition to Clarity user security and specific to each project. The document owner is primarily responsible for managing access to their documents. The Collaboration Manager(s) may also control document security for documents on the project to which they are a Collaboration Manager. In most cases the PM, Collaboration Manager, and document owner are one and the same so it isn't as complex as it may appear here.
Documents which are stored in the DB have the added feature of users being able to search for them using the Search/Advanced Search in Clarity.
Like so many features in Clarity training is key, followed closely by practice.
I hope this information is helpful.
This is very helpful information.
There is a similar thread
Using CA PPM for document tracking
Hi shalinee - Did Dreda03's response help answer your question? If so please mark as Correct Answer. Thanks!
I would suggest using sharepoint as document storage, instead