QA Complete User's Guide

SmartBear Software's ALMComplete and QAComplete
including the Administrator's Guide, On-Premises features, and User's Guide.
Release 10.0
February, 2015
2015 SmartBear Software, All Rights Reserved. Visit us at www.smartbear.com
Overview
ALMComplete is an award winning software lifecycle management tool that helps Information Tech-
nology (IT) departments manage all components of software development including managing cus-
tomer requirements, project deliverables, test management, defects, and support tickets.
As a web-based application, you can access your data anywhere you have connectivity. Please use
only one browser session for one log in: we do not currently support logging in multiple times using
the same browser or additional tab within the same browser. However, you can log in from your
desktop twice using different browsers, such as one session of IE and on session of Firefox or Chrome,
and this still consumes only one license.
Coupled with collaborative tools like document sharing, team calendars, interactive dashboards, know-
ledge bases and threaded discussions, teams begin communicating more effectively and begin deliv-
ering solutions quickly and with high quality.
This User’s Guide provides information on using the features of all ALMComplete Editions. If you see
features in this document that you do not have and are interested in, please take a look at our Edi-
tions on the next page and contact SmartBear at +1 978-236+7900 or visit www.smartbear.com for
information.
ALMComplete and our other editions are offered as Software as a Service (Cloud) or as On-Premises
(formerly SoftwarePlanner Enterprise) for those interested in hosting your web application on your
own servers.

Helpful Resources Below are some resources you might find useful:
SmartBear Software – www.smartbear.com
Support –Click Help Center at the top right of your screen or go to: SmartBear Support
Forums – www.smartbear.com/forums
Training - Training
SoftwarePlanner
You’ll find the term SoftwarePlanner in several places in this guide and in other documentation. Soft-

Administrator’s Guide
Backups Software as a Service customers can sign up for our automatic backup service. The backup service will
send you a link to a zipped file. The zipped file contains CSV formatted Agile Tasks, Requirements,
Tests, Defects, Contacts, and List data. Access to configuring Automatic Backup Service is controlled by
a Security permission in your Security Group.
To configure the backup, go to Setup and choose Automatic Backup Service. Select the desired fre-
quency in the drop down. Enter the email address that will receive the link.
You can also set a password on the zip file, so that the CSV files can only be opened.
If you enter a Confirmation Email, the system sends a notification that the backup was enabled to this
address.
Due to bandwidth and CSV limitations, Project Plan Tasks, Attachments and Shared Documents are

Licensing Model The licensing model is either a Concurrent User model or Named User model.
Concurrent Users
The Concurrent User model means that you can setup as many individual users as you like, but only a
certain number of users can log in simultaneously based on the number of licenses you’ve purchased.
This allows you to create as many users as you need, but purchases only sufficient licenses for the
team members that will log in concurrently.
Named Users

Security Security allows you to grant your team members different permissions for different Projects. For
example, you may want to grant one team Read Only access to data in one Project, but full per-
missions to a different Project.
The first step in establishing security is to determine the roles of your teams. You have different types
of teams in your organization (security administrators, project managers, analysts, programmers, test-
ers, sales people, marketing personnel, documentation specialists, etc.). Each of these team roles may
have different security needs: a project manager may need full rights to all areas, where a sales person
may need more limited rights.
NOTE: New features are frequently controlled by a new security setting. Security permission is off by
default when new features are deployed, since we cannot predict which of your users should have
access. When new features are available, have your Security Admin enable permission to the features
for your security groups.
Setting up Security Groups
Once you determine the various roles for your teams, define the Security Groups that represent those
roles. Each group is a set of security rights for that role. You may have a few security administrators, a
few project managers, many programmers and testers. Each team member will be assigned to a spe-
cific Security Group for each Project.
To establish a new security group, go to the Setup tab and choose Security / Security Groups. A list of
security groups appear. Note the example security groups below (Channel Manager Consulting, etc).
The number of users in the group appears under # Users column. Click Add New to create a new secur-
ity group.
Once a security is created, you can set the security rights for that security group. Click the Manage
Security Rights icon for the group:

Once you have defined the rights for the security group, all users in this group on a particular Project
will have those rights.
When setting Security Privileges, each area has a block of checkboxes for Security Settings.
The top row of checkboxes is used for Full Access, Read, Add, Update and Delete privileges.
Another set of checkboxes determine additional privileges:

l Allow access to items other than mine? – check this box if the users are allowed privileges to items
owned by or assigned to other users.
l Allow approving of items? – Check this box if the users are allowed to change the status to Approve
or Reject. If not checked, the user cannot see nor select any status that contains the text “Approve”
or “Reject”.
l Allow assigning of items? – Check this box if the users are allowed to assign items to other users.
l Allow closing of items? – Check this box if the users are allowed to change the status to Closed. If not
checked, the user cannot see nor select any status that contains the text “Closed”.
The next two rows of checkboxes determine the privileges for Escalation Rules and Folder Main-
tenance. You can set the privileges to Full, Read, Add, Update, Delete for Escalation Rules and Folder
Maintenance for each area.
Additional Security Settings Some areas have additional Security Setting specific to that feature.
Releases
In the Releases block, you can set privileges for Release, Iteration and Build Maintenance and for
Releases Folder Maintenance. NOTE: All users will need at least Read permission to Releases.
List Manager
In the List Manager block, you can set privileges for List Maintenance and for each List that you’ve
built. Once you create a List, it will be displayed here where you can set privileges to the list.
Project Plans (Project Management)
In the Project Plan block, use the top row to set Read, Add, Update and/or Delete privileges for Project
Plan Maintenance.
l Allow access to Project Plans other than mine – check this box if the users are allowed privileges to
Project Plans owned by or assigned to other users.
l Allow assigning of Project Plans – check this box if the users are allowed to assign Project Plans to
other users
l Project Plan Task Templates – check this box if the users are allowed to maintain Task Templates
l Project Plan Tasks (Project Team Members) – set Read and/or Update privileges to Project Plan
Tasks
l Allow viewing of costs – Check this box if the users are allowed to view Actual Cost fields on the Pro-
ject Plan Task
Shared Documents
In the Shared Documents block, there is an additional check box for Skip document review process
(post in final status). If this box is unchecked, the users in this Security Group upload documents as
“Preliminary”. Check this box if the users are granted permission to upload documents as “Final”
Test Management
Test Management controls permission to the Test Library, Test Runs, Test Sets and Configurations, Ver-

Test Library
l Allow access to items other than mine? – Select this check box to allow users access items owned by
or assigned to other users.
l Allow assigning of items? – Select this check box to allow users to assign items to other users.
l Allow running tests from the test library? – Select this check box to enable a Run Now icon from the
Test Library. This bypasses the creation of a Test Set and allows your team to run single tests directly
from the test library list.
l Automation Runs – Select this check box to enable the Automation screen.
Test Automation controls permission to the Automation tab on Tests in the Test Library, where you
associate your Test with automated or unit tests created with supported testing tools.
Test Hosts controls permission to Test Hosts used by Automated tests.
Test Schedules controls permission to Schedules used by your Automated tests
Test Runs
l Allow editing Steps during Test Run? Grants permission to change Test Steps on the fly, during a
Test Run. Users with this permission can change, add or delete Steps within a Test while in the midst
of a Test Run; the changes can update the original Test in the Test Library or only affect the current
Test Run.
Test Versioning
l Test Versioning: This enables the Test Versioning feature. With this permission, users can read or
delete Test Versions in the Test Library. You will need to enable this for your Security Administrator
group at a minimum to enable the Versioning feature.
l Allow Test Version Rollback: With this permission, you can select a previous version of a Test in the
Test Library, and turn it into the currently active version.
Test Sets
l Allow deleting Test Run History? Grants permission to delete historical data for Test Runs. This can
be useful if Test Sets were run in error, or against an incorrect build.
NOTE: Deleting Test Run History will recalculate average run time and change Last Run details on the
Test and on the Test Set.
Configurations

Management Features
Management Features control the administrative type security settings. Here, you can grant the Secur-
ity Group authority to create and maintain Projects and User Accounts. All users need at least Read
privileges to the first two items: Project Creation and Setup and User Accounts.
Additional checkboxes control permission to global settings that affect all areas.
l Manage and view traceability: allows viewing links between items
l Manage choice lists: allows maintaining choice list values
l Manage company bulletins: allows maintaining the company bulletin, found on the Home Page
l Manage custom email alerts: allows maintaining custom emails alerts, found on the Home Page
l Manage custom fields: allows the creation and maintenance of custom fields.

l Manage workflow and state transitions: allows maintaining workflow, found on Setup / System Con-
figuration / Screen Layouts
l Manage Automatic Backup Service: allows selection of the optional automatic backup service, avail-
able to Cloud / Software as a Service customers only.
l Manage License: grants permission to post updates to your license (number of users)
l Manage Team Member Work Hours: grants permission to post hours for other team members.
Without this, you can only post hours to items assigned to you.
l Override records locked by other users: grants permission to override a lock on a record currently in
use by another team member. Allowing this gives the user permission to override edits in progress
by other team members and should be used with caution. Please refer to Record Locking for addi-
tional information.
l View administrative reports: grants permission to view and run Administrative Reports.
l View timesheets reports: grants permission to view and run Timesheet Reports.
Other Areas includes Security Settings for Source Control Management (SCM) Change Lists and per-
mission to maintaining your custom Support Managers.

Calendar Sharing If you would like to share calendars between team members, you can set up automatic rules for giving
specific groups of people rights to each other’s calendars. When a security group is setup, you will
notice a Calendar Delegation button. When this is clicked, it allows you to set the rules for allowing
this set of users in the security group to share their calendar with others.
For example, in the Channel Manager Consultants security group, we have decided to automatically
give read access to the calendar for our Channel Manager Consultants:
When adding users to the Channel Manager Consultants, they will automatically have permission to
all calendars for all users in all projects.

Adding a New User Once your security groups are established, start adding your team members as users. To add a user,
go to the Setup tab and choose Security / Users, then click Add New.
Fill in the details for the new user. Notice the Security privileges choice list shows all the security groups
you set up previously. Select a security group, and the new user will be set up in the selected group for
the current project.
If you want the user to change their password on the first login, check User(s) must change password
at next login. After you press Submit, the user will receive a registration email with information on how
to log in and reset the password.

Security Admin?
The Security Admin check box grants administrative rights to the user. If this is checked, the user has
permission to Users on this Project, Screen Layouts, Sync Project System Options, System Options,
System Preferences (on-premises only) and Security Groups.
NOTE: Make sure this box is checked for your Security Administrators.
Deleting a User (Revoking all Rights)
If you wish to delete a user and remove all rights, go to the Setup tab and choose Security / Users,
then click Edit on the user you wish to delete. At the bottom of the edit form, click the Delete button.
The delete returns a validation message: click Yes if this is the user you want to removed.
When a user is deleted, it does a “soft delete”, which means all rights and log in permission are
removed, but the actual user record is not physically deleted. This ensures that data (defects, test sets,
requirements, etc.) assigned or owned by the user, audits and history are preserved properly.
Restoring a Deleted User
If you deleted a user and wish to restore their rights, go to Setup, then click Security, then click Users,
then choose Actions / Show Deleted Users:
Once this is done, you can edit the user record (notice the Active flag is not checked).

NOTE: Do not make any other changes to the user record until it is restored. Once restored (after Sub-
mit) you can edit and make further changes. The user is now re-instated and can log in.
You may want to review their security permissions to ensure they have the correct access to the cor-
rect Projects.
About Projects Think of a Project as a workspace that divides your data for security purposes. Your team will determ-
ine if it is best to use one single project, or if separating the data into multiple projects makes sense.
Using a Single Project
The simplest way to store your data is in a single project. You can use filters to return information
within the project based on specific criteria. A single project also reduces maintenance, as you can
setup your choice lists, custom fields, and screen layouts once without worrying about synchronizing
those in multiple projects.
Your teams can be assigned to different security groups within the project.
Using Multiple Projects
If you have different departments or teams within your organization that will work with the features in
a different ways, such as different custom fields, workflow, screen layouts and/or choice list values,
you may want to define more than one project.
You may also prefer to use multiple projects to secure the data so that some teams can access certain
projects but not others. For example, if you have multiple departments and you do not want one
department to see another department’s information, you can accomplish this by using multiple pro-
jects and setting security to prevent unauthorized project access.
Finally, you may want to separate your data into multiple projects for business reasons (by product
line, etc).
Creating a New Project
To create a new project, go to the Setup tab and click Projects (Open & Create). To add a new pro-
ject, click Add New.

You can create the new project by copying from another project. This copies the security rights,
folders, choice lists settings, custom fields and Agile Tasks from an existing project to your new project.
When copying from another project, be SURE to add the correct users from the Copy these Users list.
Check the boxes to generate the desired information - Folder Structure, Choice Lists, Custom Fields,
Agile Tasks.
Securing a Project
To manage security for a project, go to the Setup tab and select Projects (Open & Create). Notice the

From the list of users, use the Security Group drop down to select each team member's security level.
Click Submit.
Synchronizing Projects
The Sync Project feature will copy Custom Fields and Choice Lists from one project to another. If you
use a standard set of Custom Fields and Choice Lists across multiple projects, this allows you to keep
the values in sync across project in one step.
IMPORTANT: all existing Custom Fields configuration and Choice list values on the target "To" project
will be replaced by the Custom Fields and Choice lists on the Source Project. This action cannot be
undone.

For Source Project, select the project that holds the desired Custom Field and Choice List definitions.
Use the checkbox in Copy To This Project to select that projects that need Custom Fields and Choice
Lists updated.
When you click Submit, the Custom Fields and Choice Lists are copied from the Source Project and
replace all values in the target Copy To projects.
Archiving a Project
If you are done with a project, you can archive it to prevent any further modification or data, without
actually deleting it. This allows you to hide the project from further use, and if necessary, open it up
again later.
To archive a project, go to the Setup tab, click Projects (Open and Create), then edit the project.
Uncheck the Active Project? checkbox and click SUBMIT. This will archive the project; it disappears
from view in the Projects drop-down lists, reports, etc. You can come back here later and check the
Active Project checkbox to remove the archive flag, should you want to view or report on the project
again.
IMPORTANT: DELETING a project with Delete this record (are you sure) REMOVES all data in the pro-
ject, then deletes the project. The project and proj ect data cannot be recovered.
ARCHIVING the project removes it from the project drop down selector, but keeps all project related
data intact.
Assigning Projects Rights to a User
You can set up one or more projects and secure each project separately. Once projects have been
setup and users are added via the method above, you can give specific users different rights for each
project and can restrict a user from accessing specific projects. To do this, go to the Setup tab, click
Security / Users, and click the Security Privs button for the user.
From here, you will see each project and choose the security group you wish to apply for each project

The Security Admin? is the same box that is on the user record. This grants the user administrative per-
missions and updates the field on the user's record. The user will be allowed to edit users, security
groups, and security settings across projects. Make sure this box is checked for your Security Admin-
istrators.
Customizing the System to Your Needs You can create custom fields for each module. Custom fields can be defined as text, choice lists, check-
boxes, dates, or numeric.
You decide what fields appear in what order on the Add / Edit form, what fields are required, and what
fields might need default values in Setup under Screen Layouts.
You can setup customized workflow and specify how one workflow state can transition to another, set
rules for automatically assigning items to a specific person depending on the status the item goes to,
set rules for determining if each field on the screen is read only, updatable, hidden, required or
optional – depending on the status the item is in.
Create Custom Fields
Each area allows you to create custom fields. Custom fields allow you to track any additional data that
you want to collect. You can access the custom fields feature in several ways. You can access it by
going to the Setup tab / System Configuration / Screen Layouts, then choosing a screen (e.g. Defects
Screen), then clicking the Custom Fields link. Another convenient way to setup custom fields is to
access the Custom Fields area while adding or editing a record. For example, if you wish to setup cus-
tom fields for the Defects screen, when adding or editing a defect, you will see a Custom Fields button.
Click that and you will see a screen similar to this:
You can create custom fields of varying types:

l Check Box – This provides a custom field that is shown as a checkbox (on or off).
l Choice List (Based on Another Field) – This allows you to create a custom field that derives the items
in the combo box from another feature area.
l Choice List (List of all Project Users) – This allows you to create a custom field whose combo box is
filled with a list of all the users that have access to the project you are working in.
l Choice List (List of all Users) – This allows you to create a custom field whose combo box is filled with
a list of all users, regardless if they have access to the project you are working in.
l Choice List (List of Values) – This allows you to define a list of selectable values in a drop down box.
l Choice List (Multiselect) - This allows you to define a list of selectable values that appear in a drop
down box, with a checkbox on each value for multiple selections.
l Date – This provides a date entry field with a clickable button to allow choosing the date from a cal-
endar popup.
l Numeric – This provides a custom field whose values must be numeric.
l Phone – This provides a custom field whose values must be in phone format (xxx-xxx-xxxx).
l SSN – This provides a custom field whose values must be in social security number format (xxx-xx-
xxxx).
l Text – This provides a custom field that can be regular text entry. Custom fields 1 through 10 can be
up to 8000 characters and allow basic formatting. You can override this and restrict the field to plain
text only by using underscore [ _ ] in the field name. This overrides the automatic rich text editor
formatting and creates a plain text field. Custom 11 through 90 are limited to 100 characters.
l Choice List (Based on SQL) – On-Premises feature. You can enter a SQL statement that will return a
list of items based on your query. These display in a choice list drop down. (Note: This type of field is
not compatible with Fast Edit or Import.)
l Choice List (List with Sublist based on SQL) - On-Premises clients can enter a SQL statement that will
return a list of items based on a SQL query and put those into a drop down choice list.
Using Values from other Modules in a Choice List
You can create a custom field that displays the values from another field in a drop down list. For
example, assume you want to use your list of Contacts on a Requirement. To do this, create a custom
field in the area you wish to link to (Requirements in this example) and set the custom field type to
Choice List (Based on Another Field). Then you will link the new custom field to the other area.
(Contacts in this example).
NOTE: Be sure the values in the selected field are all unique; otherwise your drop down selection list
will not serve its purpose.

Then enter the field name Contact Name and select Choice List (Based on Another Field):

Once you press Submit, the new field named Contact Person will contain a list of your Contacts:
Manage Choice Lists
Choice lists are the items that appear in drop down combo boxes. You can change the list of items in

screen, click Actions then select Manage Choice Lists.
From here you can edit, add or remove items from the choice list:
Setting Screen Layouts
If you wish to set the position in which fields appear on the screen, change the screen layout to 1 or 2
columns, you can do this via Screen Layouts. To access this, go to the Setup tab and click System Con-

On the Listing Screen tab, select the default fields that will appear on the List. You can select all fields
except for large text fields (up to 100 characters wide).
Each team member can modify the appearance of the listing screens directly on each entity. For
example, once you select the default fields for the listing screen for Defects, when your team members
go to the Defects tab, they have the Choose Fields options to change the list for themselves. These
changes do not affect other users.
The Column Layout Preference is a default value. Your team members can modify the number of
columns for themselves.
Other changes you make to the Add/Edit Screen affect ALL users. You can select any field including
large text and custom fields, and place them in the desired order.
Fields that you make Required will show as always Required in Workflow. If a field is required only

Manage Workflow and State Transitions With Workflow, you can set rules about how items can move from one status to another, what data
items are collected along the way, and set rules for automatically assigning items to specific team mem-
bers depending on what status they transition to.
Define your Workflow
Before setting up your workflow, first map out your workflow definition. For example, let’s assume
you wanted to have a custom workflow for tracking Defects. You have decided to implement this
workflow model:
l Status of New: A new defect is reported, you will require that the title, description, status and pri-
ority of the defect is entered. If the defect is reviewed and it is not really a defect, it can be closed.
l Status of Assigned: Once the new defect has been reviewed, it is assigned to a developer to be fixed.
At this point, you want the title, description, priority and severity to be locked, and the assigned to
field to be required.
l Status of Resolved: Once the developer fixes the defect, the status is set to Resolved and the res-
olution code and description is required.
This is how your workflow planning map might look:
Setting up Workflow

l From any Listing, click the Actions drop down and select Workflow
l From an Edit form, click Choice Lists, then click Workflow and State Transitions
l From Setup, go to System Configuration -> Screen Layouts. Select any module and then click Work-
flow and State Transitions.
For this example, go to the Defects Add/Edit screen and click Choice List. Then click Workflow and
State Transitions:

Setting up Temporal (Temporary) Transitions
In some cases, you may want to modify the add/edit form and only display the absolute minimum of
required information for your team. In our example above, when a developer resolves a defect, we
may want to clear the screen of everything but the defect id, title, resolution code and description, so
that it is clear about what needs to be entered and all extraneous information is temporarily hidden.
To create this type of workflow, you will use a temporal transition. Temporal simply means “tem-
porary”, so it will use a temporary status to collect the information needed at the time, and then it will
save that information and automatically set the status to the next logical state. In this case, it would
be the Resolved status.
Create a new status called Resolve Now
Choose that status and set the “Upon saving, automatically transition to this status:” to Resolved.
Set the “Can Transition To” to Resolved
In the list of fields, set all fields to hidden except Title, Id, Resolution Code and Description (make these
required).
Here is how it might look:
Then once a programmer sets a status to Resolve Now, it will prompt them for only the Resolution
Code and Description. Once they enter that and press Submit, it will save the record and auto-
matically set the status to Resolved.
Setting up Automatic Assignment

person to assign it to. For example, notice below that you can choose any team member to auto-
matically assign to when a defect enters the New status:
Notice that you can also set the “automatically assign to” to [Remove Assignment]. If this is set, it will
automatically remove the assignment when it enters that status. This can be helpful for removing
assignment when items are closed, etc.
Setting up Automatic Assignment based on Functional Areas (Defects Only)
The Defects workflow has a special type of auto-assignment feature that allows you to automatically
assign defects based on the functional area of the defect. To use this feature, you must first setup
your Defect Functional Areas from the Choice Lists area. If you don’t see Functional Area as one of
your Defect Choice lists, check Screen Layouts in Setup to add Functional Area to the Defect Add/Edit
screen. Then you can define a list of values for your Functional Areas.

Once clicked, you will see a list of each Functional Area and can associate each with an assignee:

Support Manager ALMComplete includes a customizable Support Manager. This allows you to create your own entry
page for your customers where they can submit issues to your Support Team.
For more information on creating your own Support Manager Web page, please see our Support Man-
ager User’s Guide: About ALMComplete's Support Manager.

Creating Escalation Rules Escalation rules allow you to escalate the priority, assignment and other information for requirements,
tests, defects, contacts, and tasks once specific criteria is met. For example, you might consider cre-
ating an escalation rule that is invoked when an active defect is assigned but not updated for 2 days.
When the rule is triggered, it can automatically send an email to the owner, assignee, or specific people
on your team. You can also set the rule up so that it automatically changes information on the defect
record (like the assignee, priority, etc.).
Escalation Rules will fire daily. You can turn off the automatic emails by week day in global System
Options if you do not want the automatic emails to fire on weekends.
To define Escalation Rules, go to the Setup tab and click System Configuration / Escalation Rules then
choose the area you wish to create the rule for: [e.g. Defects].
To get started, click on an area (e.g. Defects), then click Add New Rule.
This will take you into a wizard that allows you to define your escalation rule. From the first page of
the wizard, name the rule and set the status and the duration in which the item stays in that status
that will cause the escalation rule to be triggered. For example, if you wish to have the rule triggered

Then click Next and go to the next page of the wizard. From here, you can add additional criteria for
the escalation. In our case, we will add criteria to the rule to exclude any items that have been escal-

Then click Next and go to the next page of the wizard. From here, you can choose to send an email
when the rule is triggered. If you have created an email template (from Setup / System Configuration /
Escalation Rules / (Area) / Email Templates), you can use that email template. Otherwise, you can
simply enter an email subject and choose who to notify. If you do not wish to send an email when the
escalation rule is triggered, leave this screen blank and press Next.
Then click Next and go to the next page of the wizard. From here, you can have the escalation rule
automatically update any field(s) on the record upon triggering the rule. In the example below, it will
automatically update the assignee when the rule is triggered.

Creating Custom Email Templates for Escalation Rules You can create custom email templates used for the escalation rule emails. By creating custom email
templates, you can include information from the record (like the ID, Title, Status, Description, etc) and
can format the email with your color scheme and organize it anyway you wish. To do that, click Setup
/ System Configuration / Escalation Rules / (Area) / Email Templates, then click Add New
Enter a name for the template and subject line. You can use formatting options by clicking on the
icons. You can select and insert Tokens using the Tag drop down.
If you check Make Public, anyone on your team can use the template. If unchecked, only you can use
it.
Setting System Options System Options allows you to configure a set personal preferences and system wide preferences. Sys-
tem Options can be accessed from the Setup tab. The screen is divided into 2 sections.
Personal Preferences
These preferences only affect you; other team members can change the settings for their own login.
Global System Options
These preferences affect all team members and can only be configured by administrators.
You can change the Company Name that is displayed in the dark blue toolbar across all modules.
You can also use plain text or rich text by module with the Rich Text Editor box checkbox.
You can change the height of large text fields by setting the Text Field Height in pixels. The height can

Security Settings: Allow all users to see list of project users determines if team members other than
Security Administrators can see the “Users on this project” list in Setup.
Escalation Non Working Days allows you to switch off the automatic emails sent from Escalation Rules
for selected week days. If you do not need the escalation reminders to be sent on weekends, check off
Sat and Sun to switch it off. If you want the rule to fire but not send email, then use the Rules Fired

Email Alerts There are three standard types of email alerts:
Assignment Alerts – Notifies you when things are assigned to you.
Ownership Alerts – Notifies you when people change records that you are the owner of.
All Changes – Notifies you when anything changes.
In addition to the standard email alerts, you can create custom email alerts. For example, if you wish
to trigger an email alert when an item’s priority changes to Urgent, you can do that. To create a cus-
tom alert, go to the Home tab, click Email Alerts, then click Add New:
Once here, you can choose the area to set the alert for (Defects, Contact Manager, Agile Tasks, etc),
then you can choose what field will trigger the alert (Quick Task Priority in our example), the value of
the field that triggers the alert (Urgent in our example), then the Body of the email you wish to send
when the alert is triggered. Note that it will automatically place the details of the item into the alert
(like the details of the Quick Task that was changed in our example), so the email message is just the

Record Locking A built-in security feature prevents your team members’ from unintentionally stepping on each oth-
ers’ changes.
When a team member selects a Requirement, Test, Defect, or other object for editing purposes, the
record is “locked”. Should a second team member happen to open up the same record, they will see a
“read only” version. The name of the person who has the record locked appears in the heading.
For example, one of your team members opens a Defect. A second team member tries to open the
same Defect and sees this:
The second team member can click OK to view the defect, but will not be able to make any changes to
it. The name of the team member with the lock appears up in the green bar. All fields are display only.
If the team member has permission to unlock records (based on a security setting), the Override read

This allows the team member to open up the Defect for editing, but must take care when saving the
Defect, since changes in process by the first team member may be overwritten.
Record Locking Security Entity
If you need to allow certain users to override a lock, go to Setup / Security and select the desired Secur-
ity Group. Scroll down to Management Features and check the box for Override records locked by
other users.
Use this with caution: keep in mind that this will open up the selected item for editing by multiple users

Importing and Exporting Data The following sections discuss importing and exporting data.
For importing and exporting Tests, please refer to Test Management – Importing and Exporting
Importing Data
Importing data is easy. Simply save your data in comma-separated (CSV) format using any spread-
sheet system and use the import wizard to import the data.
NOTE: Importing Tests into your Test Library requires a specific format for your CSV file. Please refer to
the Importing Tests section in Test Management.
You can access the Import Wizard either from a specific modules (Defects, Requirements, etc.) or from
Setup. If you go to a specific tab, click the Actions drop down then select Import. If you go to Setup,
select Import, then Import Wizard.

Once Import Now is pressed, it imports the items.
If you wish to delete an imported batch (in case of an error), you can go to the Setup tab, choose
Import, then choose Delete Imported Batches. From here, choose the area you imported into (such
as Defects). It will show you the batches you have imported. Select the batch and choose Delete Now.
Exporting Data
To export data, go to the listing screen and click Actions / Export. For example, to export your defects,

Select either Export (visible fields only) or Export (All Fields)
Open or save the new exported data.

Integrations Both On-Premises and SaaS clients can integrate some features with third party tools.
For information on integrating with Atlassian JIRA with the QAComplete - JIRA Connector, please see:
Integration With JIRA
For information on integrating Test Management with test automation tools, please see:
Integrating Automated Testing Tools
You can request information about additional third party integrations from:
OpsHub Integrations
Accessing the API
The API enables you to directly access the data and write code that reads, adds, updates and deletes
information from the database. It includes coding examples of using the API to access the data.
For information on using the API, please see:
ALMComplete Web Service API
Using the Data Dictionary
The Data Dictionary describe the base tables, views and fields for each major feature.
For information on using the Data Dictionary, please see:
Using the Data Dictionary
Integration With JIRA
JIRA is an issue-tracking system by Atlassian. You use JIRA to manage your projects and track bugs,
issues, use cases and requirements.
Use the QAComplete - JIRA Connector to synchronize JIRA bugs with ALMComplete|QAComplete
defects to:
l Integrate bugs you create in JIRA into your application/testing lifecycle in ALMCom-
plete|QAComplete.
l Track and report on JIRA bugs in ALM|QAComplete defects.
l Track ALMComplete|QAComplete defects as JIRA bugs.
QAComplete - JIRA Connector Service
To provide the communication between JIRA and ALMComplete|QAComplete and perform the syn-
chronization, use the QAComplete - JIRA Connector service.
Install the service on a computer in your network that has access to your JIRA and ALMCom-
plete|QAComplete databases.
While the service is running, it connects to your ALMComplete|QAComplete and JIRA databases at spe-
cified intervals and synchronizes items.
When you create an item in one system, the service automatically creates an appropriate item in
another system. When you modify an item, the service automatically copies all changes to the appro-
priate item in the other system. The synchronization can be bi-directional, where both systems share
updates to items, or one direction, when an item in the source system changes, the service updates
the corresponding item in the destination system.
Synchronization profiles specify synchronization parameters for each pair of items.
About the Configuration Tool
To configure and control the service, you use the QAComplete - JIRA Connector Configuration Tool .
The tool is shipped and installed together with the synchronization service.
To start the synchronization, click Run Service.

To run the synchronization on demand, select the profile in the Synchronization Profiles list and click
Synchronize Now. The service will synchronize items specified by the profile and then stop.
To stop the service, click Stop Service.
Requirements and Prerequisites
To integrate ALMComplete|QAComplete with Atlassian JIRA, the following requirements must be met:
l Atlassian JIRA 4.0 - 6.3 must be installed on the server that hosts your JIRA database.
l JIRA must accept remote calls. For information on how to enable JIRA for remote API calls, please
see the JIRA documentation.
l The ALMComplete|QAComplete account you use for the integration must belong to a security
group that has all privileges for items you synchronize with JIRA.
l The JIRA account you use for the integration must have Administrator privileges.
l The computer where the QAComplete - JIRA Connector service runs must have access to your JIRA
database and ALMComplete|QAComplete database.
Exporting JIRA Workflow Data
To synchronize your workflow across ALMComplete|QAComplete and JIRA, export your JIRA workflow
to an .xml file and import it into the QAComplete - JIRA Connector.
To export JIRA workflow:
1. In your JIRA client, login to your JIRA project.
2. Click and then click Issues.
3. Select the Workflows section and find the workflow you need to export.
4. In the Operations column, click View.
5. Click Export and then click As XML.
6. In the Opening Your Workflow dialog, click Open With or Save File.
7. Locate the file and make sure it has an XML extension.
You can import the workflow data when you create a new synchronization profile or on the JIRA Work-
flow page when you edit a profile.
Preparation in ALM|QAComplete

1. Create Status Codes that correspond to your JIRA Statuses.
2. Create a text Custom Field for the JIRAKey. Make note of the custom field number.
Example: Custom1
You will need the custom field number when defining the mapping.
Synchronization Profiles
For each pair of items you synchronize, you create a separate synchronization profile. A profile stores
the information that QAComplete - JIRA Connector uses to connect to your ALMCom-
plete|QAComplete and JIRA instances with rules describing how the service copies data from one sys-
tem to the other.
In Release 10.0, you can synchronize ALM|QAComplete Defects with JIRA Issues, type "Bug". The pro-
file you create describes how defects in an ALMComplete|QAComplete project are synchronized with
Issues/Bug in a JIRA project and how fields are mapped between the two.
You can create and configure profiles with the QAComplete - JIRA Connector Configuration Tool.
To set up a synchronization profile:
l In the configuration tool, stop the service and click Manage.
l In the Synchronization Profiles dialog, click Add to create a new profile. To copy settings from the
default profile to your new profile, select Default profile in the Copy settings from drop down list.
For a description of the default profile, See "Default Profile"
l To edit an existing profile, select the desired profile in the list and click Edit.
Creating and configuring a synchronization profile includes the following steps:
1. Creating a New Synchronization Profile
2. Configuring General Settings of the Synchronization Profile
3. Configuring ALM|QAComplete Connection Settings
4. Configuring JIRA Connection Settings
5. Synchronizing Item Fields and Values
6. Synchronizing Workflows
You can create multiple profiles to synchronize different JIRA projects with different ALM|QAComplete
projects.

To export profile data to a file for later use, click Export and specify the target file that will store the
data.
To import profile data from an external file, click Import and browse for the need file.
Default Profile
The QAComplete - JIRA Connector comes with a default synchronization profile. This profile maps
default QAComplete choice list values to the corresponding default values in JIRA. When creating your
customized profile, use the default profile as a starting point by copying it to your new profile.
Note: if you have customized the JIRA choice list values, the JIRA Values below will be different for your
instance.
Configuration
Once you have a copy of the Default Profile, complete the Settings, ALM/QAComplete and JIRA tabs.
Once you've configured the profile, click the Mapping tab.
Mapping
The default profile maps the following values between QAComplete Defects and JIRA bugs.
ALM/QAComplete Field JIRA Field Field Type
Custom1 key String
Title summary String
StatusCode status Lookup
PriorityCode priority Lookup
ResolutionCode resolution Lookup
OpenedBy reporter Lookup
Description description RichText
AssigneeUserId assignee Lookup
JIRA KEY
The default mapping assumes that Custom1 in Defects maps to the "key" field in JIRA. Change this to
the correct custom field used in your system.
Status Mapping
QAComplete Status Codes are mapped to default JIRA status values. You can modify the mapping for
changes you may have in either system.
ALM/QAComplete Value JIRA Value JIRA Label
New 1 Backlog
Priority Mapping
QAComplete Priority Codes are mapped to default JIRA priorities. You can modify the mapping for
changes you may have in either system.
1-Fix ASAP 1 Blocker
1-Fix ASAP 2 Critical
2-Fix Soon 3 Major
2-Fix Soon 10000 Normal
Resolution Mapping
QAComplete Resolutions Codes are mapped to default JIRA resolutions. You can modify the mapping
for changes you may have in either system.
By Design 10205 Won't Do
Duplicate 10002 Duplicate
Not Repro 10005 Invalid
Will Not Fix 10001 Won't Fix
Mapping is fully customizable, so you can add mapped fields and modify the mapping as needed. If
you use required fields in either JIRA or ALM/QAComplete, make sure that all required fields are fully
mapped.
Creating a New Synchronization Profile
Create a synchronization profile for the items you want synchronized. You can create separate profiles
to synchronize Defects in different ALM|QAComplete Projects with Bugs in different JIRA Projects.
To create a new profile, in Synchronization Tool, click Manage and then click Add.
Note: To create a new synchronization profile (or edit an existing one), stop the service first. When you

In the Add Synchronization Profile dialog, set up a new profile:
1. Enter the new profile name.
2. (Optional) Enter a description for the profile.
3. To synchronize your item workflow in ALMComplete|QAComplete with the JIRA workflow, import
the JIRA workflow data:
l Click Load JIRA Workflow.
l Browse for the .xml file storing the exported workflow. For information on how to export JIRA
workflow to a file, please see Requirements and Prerequisites.
l Select the needed file and click Open.
Note: You can import the workflow data later on the JIRA Workflow page by editing the profile.
4. Click OK.
To copy settings from an existing profile, select the desired profile in the Copy settings from list and
click OK.
To configure or edit an existing profile, select it in the Synchronization Profiles dialog and click Edit.
Configuring General Settings of the Synchronization Profile
On the Settings tab of the Synchronization Profile Properties dialog, you define the synchronize dir-
ection and configure notification emails:

1. In Synchronization direction list, choose how the synchronization should work:
l Choose Both to enable a bidirectional synchronization. When an item in either ALM|QACom-
plete or JIRA changes, the service updates the corresponding item in the other system.
l Choose JIRA -> ALM\QAComplete or ALM\QAComplete -> JIRA to enable the one-way syn-
chronization. When an item in the source (first) system changes, the service updates the cor-
responding item in the destination (second) system.
l JIRA -> ALM\QAComplete: JIRA issues are pushed to ALM|QAComplete defects. When the
JIRA issue is changed, the change is pushed to QAComplete. If the QAComplete defect is
changed, it does NOT update the JIRA issue.
l Note: Changes made in QAComplete will be overwritten by changes made later in
JIRA.
l ALM\QAComplete -> JIRA: ALM|QAComplete defects are pushed to JIRA. When the
QAComplete issues is changed, the changed is pushed to JIRA. If the JIRA issue is changed,
it does NOT update the QAComplete defect.
l Note: Changes made in JIRA will be overwritten by changes made later in QACom-
plete.
2. To configure the service to send email notifications on synchronization results:
l In Server, enter the address of the mail server used to send notifications.
l In User Name and Password, enter the account name and password used to connect to the
email server.
l In From, enter the email address to use as the "From" address for notifications.
l In To, enter the email address to receive the notifications. To send notifications to several recip-
ients, enter their email addresses separated by comma.
Configuring ALM|QAComplete Connection Settings
On the ALM/QAComplete tab of the Synchronization Profile Properties dialog, specify the location of
your ALMComplete|QAComplete web service and login information for the project you want to syn-
chronize with JIRA.
Note: the Department ID, Project ID and User ID are the unique numeric identifiers found in
ALM|QAComplete.
1. In Server endpoint, enter the URL of your ALMComplete|QAComplete web service.
For SaaS clients, the URL address is http://ws.softwareplanner.com/psws.asmx .

For On-Premises clients, the URL address is http://[yourserver]/psws/psws.asmx .
2. In appropriate fields, enter the following authentication information:
l In AppCode, enter the application code.
For SaaS clients, use agSP.
For On-Premises clients, use agSPEnt .
l In Department Id, enter the numeric ID of your department.
l In User Id, enter the numeric ID of the user that the service will use to access ALM|QAComplete
items. This user must have permission to the items in the desired Project.
l In Password, enter the password for the user.The password of the user account.
l In Project, enter the numeric ID of the ALMComplete|QAComplete project that you want syn-
chronized with JIRA.
To get the application code
l In ALMComplete|QAComplete, go to the Setup tab.
l Note down the AppCode value.
To get the project ID and department ID
l On the Setup tab, in the tree on the left, select Projects (Open & Create).
l Note the values in the ID and Dept Id columns for the desired Project.
If the columns are hidden, click Choose Fields and add the columns to the Chosen Fields list.
To get the user ID
l On the Setup tab, in the tree on the left, select Security | Users.
l Find the desired user and note the value in the UserId column.
If the column is hidden, click Choose Fields and add the column to the Chosen Fields list.
3. The Item type is the ALM|QAComplete items to synchronize with JIRA issues. Leave the default
value of Bugs.
4. The Item data culture is the locale used in ALMComplete|QAComplete. Leave the default value of
en-US.
5. In Synchronized tool name, enter an identifying name for the JIRA instance that you are syn-
chronizing with ALMComplete|QAComplete. Enter JIRA. This name is used in ALMCom-
plete|QAComplete synchronization messages.
6. To open JIRA items directly from the synchronized item in ALMComplete|QAComplete, enter the loc-
ation of your JIRA instance and the custom field that you defined in ALM|QAComplete to hold the
JIRAId in Synchronized item URL pattern. Use the Custom Field number preceded by "Custom" as
"CustomX"
Example: http://myteam.atlassian.com/browse/{Custom2}.
The service will use the pattern to generate proper links to each synchronized JIRA item.
Click Test Connection to verify the credentials.
Configuring JIRA Connection Settings
On the JIRA tab of the Synchronization Profile Properties dialog, specify the JIRA database that you
want to synchronize with ALMComplete|QAComplete:
1. In WSDL Link, change [jira server host] to your JIRA instance, with the path to your JIRA web service.
2. In Project Key, enter the project key of the JIRA project that you want to integrate with the
ALMComplete|QAComplete project.
3. In User name and Password, enter the name and password for user account used to access and
update JIRA items.
4. In Item type, enter the JIRA issue type "Bug".
5. In Item data culture, leave the default locale of "en-US".
Click Test Connection to verify the credentials.
Synchronizing Item Fields and Values
On the Mapping tab of the Synchronization Profile Properties dialog, you set up synchronization
rules for each individual field. These rules define what the service copies from specific fields on one sys-
tem to corresponding fields in the other.
NOTE: make sure you know of all required fields in both ALM/QAComplete Defects and in JIRA. You
need to map all required fields for a successful synchronization.
1. In the table, click in an ALMComplete|QAComplete field to open a drop-down list of fields. Select the
desired field to synchronize with the corresponding data in J IRA. You can set synchronization rules
for both the built-in and custom fields.
2. Click in the Jira field cell to open the drop-down list of JIRA fields. Select the field that corresponds to
the ALM|QAComplete field.
3. In the Field Type column, choose the type of the ALMComplete|QAComplete field.
Important: Make sure that the selected field type can be converted to the appropriate JIRA field
type explicitly.
4. Map the ALM|QAComplete custom field for the JIRA Key using the custom field ID such as Custom1
to the Jira key field.
5. Continue in the next row, selecting corresponding fields to map.
Synchronizing Lookup F ields
If a field to be synchronized is a lookup field (values are defined in a choice list), set the mapping rules
for each value:
1. On the Mapping tab page, select the lookup field.
2. In the ALM/QAComplete Value column, enter a value from the choice list in ALMCom-
plete|QAComplete.
3. In the JIRA Value column, for each value, set the corresponding value used in JIRA.
In this example, the numeric user ID of the assignee in QAComplete is associated with JIRA's alpha-
betical user identifier.
4. Map the ALM|QAComplete StatusCode to the numeric identifier of the corresponding JIRA status.
This example uses the default JIRA status values. Your JIRA status IDs may differ.
Synchronizing Workflows
A workflow defines what stages an item passes during its lifecycle in the system. You can synchronize
your ALMComplete|QAComplete workflow with JIRA workflow so that when an item transfers to a
new state in one system, it automatically transfers to the appropriate state in another system.
To synchronize workflow, first you must export the workflow from JIRA. See Exporting JIRA Workflow.
The JIRA Workflow tab of the Synchronization Profile Properties dialog displays the imported
JIRA workflow.
Important: To view the JIRA workflow, upload the workflow data first. To do it, click Load JIRA Work-
flow and browse for the exported XML storing the JIRA workflow. You can also load the workflow data
in the Add Synchronization Profile dialog when you create a new profile.
To synchronize your ALMComplete|QAComplete workflow with your JIRA workflow, synchronize the
statuses the item can have:
1. On the Mapping page, select the field that holds the item status in ALMComplete|QAComplete.
2. For that field, set the field that holds the item's status in JIRA.
3. In the ALM/QAComplete value column, enter a valid status based on the ALMCom-

set the corresponding status in JIRA, using JIRA's numeric ID.
Configuring the Synchronization Intervals
To configure when and how often the service will connect to databases and synchronize items:
l In QAComplete - JIRA Connector Configuration Tool, click Service Settings.
l In the Service Settings dialog, set the interval (in minutes) for the service to perform the syn-
chronization.
l Use thePeriod Start Time and Period End Time to set the period during which the service will be act-
ive.
Viewing Synchronization Logs
To view synchronization logs, go to the Synchronization Log tab from the main window of the QACom-
plete - JIRA Connector Configuration Tool.

The page lists all synchronization events that occurred for profile selected in the Synchronization Pro-
files list. Check the status column to see whether the synchronization event passed or failed.
To update the log, click Refresh log data.
To view synchronization actions performed during a specific time period, set the From and To dates.
To remove the filter, click Clear filter.
To view information only for the most recent synchronization action, select View last synchronization
only.

The page lists all ALMComplete|QAComplete entities synchronized with appropriate JIRA issues by ID.
Working With Synchronized Items
In ALMComplete|QAComplete, items synchronized with JIRA issues are marked with the Synchronized
with note and a link to open the item in JIRA. The link is configured in the synchronization tool (See
Configuring URL Pattern.)

Using the On-Premises Features
If you purchased the On-Premises solution (self-hosted, formerly SoftwarePlanner Enterprise), you
have access to a few additional features. The on-premises version requires your own hardware and IT
resources.
On-Premises:
l Requires management by your own IT team
l You can modify the built in Crystal based reports (Requires your own Crystal Report
license and resource)
l You can create custom Dashboards (Requires your own resource)
l You can use Active Directory integration
l Updates are scheduled approximately twice a year (Requires your own resources per-
form the update)
Software as a Service solution
l Requires no investment in hardware nor IT resources other than a computer with a
browser
l Requires no investment in an IT team at your site

Active Directory Authentication (On-Premises / Self-Hosted only) Clients that are using our On-Premises solution have the option of using Active Directory (AD) for pass-
words, allowing them to reduce the number of passwords each user needs to remember for each sys-
tem they access.
Understanding Active Directory Authentication
When Active Directory Authentication is configured, your team members can use Active Directory
Authentication instead the built in password authentication.
A checkbox on the user’s profile record tells the log in process if the user authenticates with Active Dir-
ectory instead of the built in authentication. If using Active Directory, the log in takes the Lookup Value
for the user from their user profile, checks Active Directory to find out what attribute to use to validate
the value (the Lookup Value in the Query Attribute that you’ve decided on) and performs the authen-
tication.
To set up Active Directory Authentication, you will need to gather certain information: your LDAP Con-
nection URL, User Base, and a Lookup User Name and Password that we can use to access Active Dir-
ectory and perform the authentication. The setup also needs to know a default Project, Security
Group and Time zone for new users created from Active Directory, and who needs to be notified when
the users are added.
If using an email address as the Query Attribute, you can add an additional layer of security: if the user
is not found in Active Directory but is found in Set up / Security / Users, the email login address can be
automatically disabled in Users. This allows you to switch completely over to Active Directory and turn
off any existing logins that you no longer want.
In another scenario, if the user is found and authenticated in Active Directory but not in Users, you can
elect to automatically create a valid user.
Managing Active Directory Authentication - Security
To set up Active Directory Authentication, first decide which Security Group should control the Active
Directory Authentication setup.
Go to Setup / Security / Security Groups and click on the Manage Security icon for the desired Security
Group.

Check the box to allow this group permission to Active Directory Authentication setup.
Active Directory Authentication – Setup
Once permission to Active Directory Setup has been given, you will see and Active Directory Authentic-
ation Setup in Go to Setup / System Configuration.
LDAP Active Directory Authentication Setup
In the LDAP Active Directory Authentication block, enter the connection information that you’ve
gathered.
LDAP Connection URL (example: ldap://localhost:389)
User Base (example: CN=users,DC=mycompany,DC=com)
Lookup User Name: The Active Directory user that the login process uses to authenticate
Lookup User Password: The password for the Lookup User Name
Query Attribute: Which Active Directory Attribute do you want to use for authentication (such as
sAMAccountName, Email Address)
Testing Active Directory Authentication Setup
You can check out your Active Directory Authentication with the Test LDAP Authentication block,
which will return detailed messages about the connection and login.
Enter the Lookup Value for the selected Query Attribute and Password and click Test Login.
Test LDAP Authentication returns information about the connection and the authentication for
troubleshooting.

Log each active directory password authentication gives you the option to post all authentication
events to an audit file. This is great for troubleshooting any Active Directory Authentication or con-
figuration issues.
At Login, automatically create a new SoftwarePlanner user if successfully authenticated in Active Dir-
ectory: Check this box if you want your Active Directory users automatically set up in Setup / Security /
Users without intervention from you. You must be using email address as the Query Attribute.
The next four fields are the default settings for new users created from Active Directory Authentication,
which occurs when the box is checked.
Automatically Add Users to: Select a default project for the new users
New Users should be added to this Security Group: Select the Security group that the new users will
belong to.
Default Time Zone for new users: select the default Time Zone for new users
Send Notification email to: Enter an email address, and this person will be alerted when a new user is
created from Active Directory Authentication.
In the box below When creating a new user in SoftwarePlanner, if they are using Active Directory
authentication, use this Email Body for the new user email alert enter the text that you want in the
email alert body.
And finally, At login, if the user cannot be found in Active Directory, disable the SoftwarePlanner user
account? If you check this box, when a user with a valid email address in Setup / Security / Users is
NOT authenticated in Active Directory but tries to log in, Active Directory Authentication takes pre-
cedence and locks them out. We advise you leave this unchecked until you have tested Active Dir-
ectory Authentication and have it working the way you want – then check it if this is a security setting
that appeals to you.

Setting up Active Directory Users
When Active Directory Authentication is enabled, a checkbox appears on each user’s profile to switch
Active Directory Authentication on or off for that user. (You can have both: some of your team mem-
bers using Active Directory Authentication, and others using the built in authentication.)
When you check the Active Directory User? box, Active Directory Authentication will be used for this
person.
In AD Search Value, put the value that will be used by the Query Attribute property for locating this
user in Active Directory Authentication.

On-Premises Setup Options On-Premises installations have access to additional configuration and setup options in Setup.
System Preferences
System Preferences control certain application behaviors, such as the email alert templates (See "Cus-
tomizing Email Alert Templates (On-Premises only)".
Most System Preferences are system controlled, and should only be reviewed on the advise of the Sup-
port Team.
An example that you may modify is the Import Test profile (See "Importing and Exporting Tests").
Should you want to change this particular setting, go to Setup / System Configuration / System Prefer-
ences. Use the Quick Search to fine "ImportTestSteps-LineBreaks" in the "Code" field.
Security
In Security Groups, security settings specific to the On-Premises solution control permission to the on-
premises specific features:
Setup in System Configuration.
Manage Reports: allows access to Report Setup, Report Maintenance, Report Groups
and Report Scheduler.
Manage Dashboards: allows access to Manage Dashboard Charts and Manage Dash-
board Pages under Report Setup. Requires permission to Reports.

To control permission to these features, go to Setup / Security / Security Groups. Click the Manage
Security Rights icon next to the desired Security Group. Scroll down to the Management Features sec-
tion and check or uncheck the box to allow or block permission.
Permanently Delete Users
USE WITH CAUTION: THIS ACTION CANNOT BE UNDONE.
When you delete a user, the system performs a "soft delete". The user record is made inactive and no
longer has permissions to anything in the application. There may be times when you want to complete
remove the user record from the database, but this should be used with caution and ONLY if the user
has never logged in to the application so there is no data for that particular user. Should you per-
manently delete a user that has worked in the application, you will end up with orphan records.
To permanently delete a user, go to Setup / Security / Permanently Delete Users. Select the user from
the drop down.
Verify this is the correct user and the correct action to take.
When you check the "Delete This User (Are You Sure?)" checkbox and Submit, this immediately
deletes the user and cannot be undone.

Integrating Crystal Reports (On-Premises only) The On-Premises solution allows your team to customize Crystal Reports. You can change existing
ones, or create new reports and upload them.
You will need a license for the Crystal Report application from SAP (Crystal 2008) and a team member
with Crystal experience.
NOTE: In order to create a custom report, we recommend that you download an existing report,
rename it, modify the copy and upload it. The existing reports include mandatory connection inform-
ation to point the report to your SoftwarePlanner database. By copying an existing report, you won’t
need to re-create the connections in the report to locate your data. You can modify the report in any
way that you need, including changing the view or table and report format.

Creating Custom Dashboards (On-Premises only) The On-Premises solution allows your team to create custom Dashboard Pages and Charts, or re-
organize the existing charts.

Create Custom Fields based on SQL Queries (On-Premises only) On-Premises clients may find the need to create a combo box that is filled with information from
another table in the SoftwarePlanner database. Let’s assume you wanted to create a custom field on
the Defects screen that contains a list of your Security Administrators.
To do this, go to the Custom Fields screen for Defects and enter a field name of Our Administrators
and choose the Field Type "Choice List (Based on SQL) Then enter your SQL to retrieve your admin-
istrators from the list of users on the Persons table:
Once this is done, the Defects screen now has a combo box that lists users that have the Security
Admin checkbox checked:
Create Custom Fields with Sublist (On-Premises only) On-Premises clients can create a filtered selection by using the Custom field “Choice List (List with Sub-
list based on SQL)”.
This function allows you to give your users a shortcut to locate the value for a field. When you have a
lengthy list of items for validation, you can break them into categories for ease of selection.
For example: We have several Product Lines for our Applications. We created a custom List of Applic-
ations, organized into Product Lines. The list data looks like this:
IMPORTANT: Please notice that the values in the Application column must be unique. They are cat-
egorized by Product Line only to simplify selecting the Application. Only the selected Application value
is actually stored on the record.
For this example, define a custom field in Requirements that looks like this:
Be sure to click Save when prompted.

Our sample Select statement refers to Field1 and Field2. These are the field names directly from the
Lists table, not the labels from your field definitions. The syntax must be exactly as depicted: each field
must be followed by “Code1” and “Desc1”, the next field followed by “Code2” and “Desc2” and the
third field, if used, followed by “Code3” and “Desc3”. The process uses these to build the relationship
between the fields.
The name of your list goes in the ListTypeCode value. Our example list is called “Applications”. If you
are referencing a table other than a List, you would use the actual table and field names from that
table.

Notice that when I select Testing and QA in the first field, the second field lists the Applications in the
Testing and QA Product Line.
Click Submit.

Click on the drop down to see your list of Product Lines. After you select a Product Line, a second field
opens up.
Click on the second Drop down to see the list of Applications filtered by Product Line.
Make your selection and Submit.
Another example:
You might have Product Line, Application and Module in another list, and you’d like to combine this
information into the Choice List with Sublist. You can actually concatenate the fields from your List (or
other table) into the new Custom Field.
Here’s the sample list:

The custom field is called “Product, App and Module” and the definition looks like this:
Select distinct
Field1 + ' | ' + Field2 + ' | ' + Field3 Code3, Field3 Desc3
From Lists
The results look like this on the Edit form:

and you can add the field to the listing:
It’s important to note that this is a single custom field, NOT a logical relationship between multiple
fields.
Customizing Email Alert Templates (On-Premises only) When generating an email alert, the system uses a default built in email template for the subject and
body. It is possible to modify the built in template by creating new Preferences that will override the
built in format.
Here's an example of a default email alert layout for the Bugs/Defects Entity.
To setup Email Alert Templates that can be customized, a set of Preferences need to be created for
your department. Once the System Preferences have been created with initial default data, you can
alter the default email alert template .
First, check if you already have any overrides: Quick Search on EmailAlerts to find any pre-existing
email alert preferences. If you do not find any preferences for EmailAlerts, please contact our support
team for assistance.
If they exist, you can replace or modify the Subject text in the Value field to customize the subject for
the corresponding email alert. Replace or modify the HTML in the Value field to customize the email
alert in any of the HTML fields. The HTML value can be modified up to 2000 characters.
We use tokens as place holders which will be replaced based on the data of the record being sent for

Defect {Id} – {Title}, when the email alert is sent the {Id} and {Title} will be replaced with the actual val-
ues for that defect and may look like this: Defect 12345 – This is a test defect. The following generic
tokens are available:
{Id} – Unique Id for the record (this is the built in auto incremented field)
{Title} – Title of the record
{AppCode} – Your AppCode (for example, agSPEnt)
{AppName} – Your Application Name (for example, ALMComplete)
{ProjId} – Current Project Unique Id
{ProjName} – Current Project Name
{ProjectName} – Current Project Name
{ProjectId} – Current Project Unique Id
You can also use a token based on the name of any existing field. So for Defects you could use a token
of {IssueCode} which would then be replaced with the value of the IssueCode field for that alert. This
works for Email Subject or Body.
We also have tokens setup that will insert specific sections that you see in the default template layout.
{TakeMeThereURL} – Embeds a Take Me There link into the alert so the recipient can click
to go directly to the record.
{MostRecentHistory} – Embeds a recent history table in our standard table format.

User’s Guide
Getting Familiar with the User Interface Most modules have a very similar interface. Once you learn the basic layout and how the screens
work, you have learned how all screens work across areas. The sections below discuss how the
screens work, how to navigate the user interface, etc.
Working with the Navigation Panel
On the left hand side of the main listing form for most entities, you will see a Navigation Panel. This
panel will show what Release you are working in, and allows you to build Folders for organizing your
data.
On the entities affected by Releases, the Navigation Panel has three tabs.
The Releases tab allows you to select a Release / Iteration and Build. When you select a Release, the
data in the List on the right is filtered to items linked only to the selected Release, Iteration and Build.
To view data across All Releases, click the “root” at the top of the list that says “Releases”. To view data
unrelated to a Release, click (No Releases).
l With a Release selected, as you add data, your new items are automatically linked to the selected
Release.
l The Folders tab allows you to organize your data into logical