Documentation

Documentation Management

This page offers an overview of all Documentation capabilities in SAP Cloud ALM.

The "Documents" app was just released and will be the future solution for solution documentation. The "Notes" functionality will still remain for a while and then all Notes will be migrated to "Documents". More information will be released once the migration is planned.

PLEASE NOTE: in June 2024 we sunset the "Notes" application and migrated all Notes to the Documents App. more information can be found in this blog:

Blog on Notes to Documents Migration

Find the recording from the ALM Summit EMEA 2023 here.

Functions & Features

Documents

Help Portal link - Documents

Functions	Features	Feature Description
Documents overview	View Documents	Use the Document list view to see all documents of your project
Documents overview	Filter Documents	Filter your documents by scope, owner, status, created by/changed by, created on/changed on, etc
Documents overview	Draft handling	To prevent data loss, all information maintained is always saved in a draft version. once the creator saves the changes, they are visible to others as well. you can see your draft documents in your list. you can also see if there are unsaved changed by you or others
Create new Document	Create new Document	Create a new documentation elements with title and unique ID
Create new Document	Set Document Status	Select the document status from the values: In Progress, In Review, Released. The status can be used for filtering and grouping, it is also shown in the solution process traceability view
Create new Document	Set Document Priority	Define the priority of the documents. Select from the values: low, medium, high very high. (Medium = default value)
Create new Document	Maintain Document Owner	the owner of the document can be maintained. As a default the creator is set as the owner
Create new Document	Maintain Document Content	Using a rich text editor, the documentation can be maintained directly in SAP Cloud ALM. Content can also be copied, then the formatting can be kept or removed. Lists, tables and other options are available. Pictures are currently now sup
Create new Document	Add references	in case documentation is stored outside SAP Cloud ALM you can add one or more links to the external sources. you can maintain the URL and name the reference.
Create new Document	Relation to Solution Process	You can assign documents to one or more relevant solution processes. In the solution process app the documents are shown then, also the solution process traceability shows the related documents by status.
Create new Document	Relation to Requirements	You can assign documents to one or more requirements. In the requirement app the documents are shown then, also the requirement traceability shows the related documents by status.
Create new Document	Relation to Tasks	You can assign documents to all task types.
Create new Document	Relation to Defects	You can assign documents to defects.
Create new Document	Relation to Process Hierarchy	You can assign the document to one or more hierarchy nodes. This helps you to organize documents within the hierarchy.
Export Documentation	Export Document list to Excel	Export the complete and filtered list of documents into an excel sheet. Element information including references are exported.
Import Documentation	Import Documents via Excel	Download the excel template and import your documents using Excel including title, status, type, priority, references.
Track Documentation	Project Overview Dashboard & Traceability	find a quick listing of the documents by type and by status. In the requirement and solution process traceability application, you see how many documents are assigned to requirements and solution processes. the selection can be filtered by status and type of documents assigned.
Documents API	Ex- and Import	open API description

Best Practices

How-To Videos & Blogs

List of Links	Release Date
ALM Summit EMEA recording	Oct, 2023
Blog: Manage your project documentation using SAP Cloud ALM	June, 2023
Blog: Organize and categorize your documentation	Nov, 2023
Blog: Import Documents into SAP Cloud ALM	Nov, 2023
Blog: New features for documents	Apr, 2024
Blog: Notes to Documents Migration	May, 2024