7.x Documentation

features description for

Database Settings

The database settings are opened via the corresponding icon in the menu strip. This symbol is divided into 2 areas:

  • Database settings (upper section)


  • Default language (lower section)


Database Settings


Here you have the option to set up or select many languages, in which the content is to be translated and stored in your database, by clicking on the “New” button. In addition, languages that have already been created, but are unnecessary, can be deleted here. However, the default language as well as the current language cannot be deleted.

In each activated language you can translate all changeable fields in the [Database Designer](Database_Designer) in addition to the content (everything except for greyed system properties). You have to do the translation of the content yourself; the [Import Export Manager](ImportExportManager) has proved to be very helpful in practice, because it allows you to manage [properties](Property_Group_Property) -among other things- in two languages.


See: Approval Management


  • SharePoint Prefix
    Here you can specify a path on a SharePoint library, where documents are placed to link with p4b objects. If you link an object with a document from the SharePoint library via properties hyperlink, the SharePoint path is detected and a special SharePoint icon is displayed in the smart tag on the diagram
  • Activating automatic export of SVG diagrams after SharePoint
    Activates the export of diagrams as SVG files after SharePoint in the library or list entered here
    Warning: this option is outdated and should only be activated or remain so if a SharePoint app is available to display SVG diagrams.

    • Update the SVG file in SharePoint when saving the diagram
      Updates already existing SVG files in SharePoint automatically when the respective diagram is saved


  • Activate the use of p4b Enterprise Portal Server
    When saving, an SVG file is additionally generated for use in Enterprise Portal Server 

    • EPS diagrams path
      Here you can define where the diagrams and templates are stored for the EPS
    • Highlight those objects in EPS that have been changed in the last X days
      If this option is activated, recently changed objects are highlighted in the EPS
    • Keep the SVG files in EPS from diagrams published earlier as “approved” 
      This option displays already approved diagrams in the EPS, even when their current approval status has changed
    • Update the SVG file for EPS when saving the diagram
      If this option is activated, SVG files are regenerated for diagrams each time a diagram is saved


Here the necessary options for the use of the Synchronisation with the Exchange server are activated (for the extension Task Management).


  • Encrypt the passwords in the database
    Activate this function to store the various passwords in the SQL Server database too not as text, but encrypted so they cannot be read by the SQL Admin.

  • Prohibit the creation of empty passwords
    This option forbids users to create empty passwords

  • Request a password change from the user every X days
    Requires an automatic password change after the period set here

  • Request passwords from the user with at least X characters 
    If this option is activated and already existing user passwords do not comply with the the selected condition, users are prompted to change their passwords

  • Set the password complexity (1 = low / 5 = high) on X stage

    1. Level: password length> 4
    2. Level: password length> 12
    3. Stage: Password contains numbers
    4. Stage: Password contains symbols
    5. Level: password contains both uppercase and lowercase letters

    If this option is activated and already existing user passwords do not comply with the the selected condition, users are prompted to change their passwords

  • Block user who fails to log for 15 minutes after X attempts
    Blocks a user according to the set number of unsuccessful login attempts

  • Force logout for users who are inactive for more than X minutes
    This option logs the user out of the database automatically, if they do not use the program for over a specified timeframe.


Allow editing in the designer without locking

This option allows the editing of database structure elements in the Database Designer without having to lock Units. Warning: Not recommended in multiuser mode.


Database Settings - Advanced Options

Uniqueness of the object name

Depending on which option is selected in the selection box, it is possible to create objects under the same name in the repository. When you create a new object, a unique name will be created automatically or the name will be automatically adjusted, when you paste a copied object.

Allowing name duplicates

This option allows you to create objects that have the same name as other objects in the repository. When creating such an object, a warning is shown to inform the user; the object may nevertheless be created under the same name.

Each object must have a unique name in any class in the nested tree

If this option is activated, no two or more objects can be created under the same name in a unit and its child units. However, in the parallel units this is still possible.

There is no distinction between uppercase and lowercase letters. For example, "Process" and "process" are interpreted as the same name; this means that when an object "Process" already exists, an object named "process" cannot be created.
Each object must have a unique name within class in the nested tree

If you select this option, the uniqueness of objects is tested within a class and within the unit and its child units. This means that objects can be created under the same name in two different classes in the same unit (or child units). If you create an object under a name that already exists, a warning message is displayed and you have to change the name to a unique name. If an object already exists in another branch or in another class, then a warning message appears, but you can keep this name and generate a duplicate name for this object. You can create objects with duplicate names easily in parallel branches, even if they are in the same class.

Force unique names for Designer Elements

In the designer the uniqueness is tested, when you create the elements for properties and property groups within a class. For classes and units, uniqueness is checked in a unit branch. When you create a new item, the system will initially always generate a unique name, even if this option was not activated additionally. The user can cancel this default option, by changing the name and thus can create a duplicate name. However, when this option is activated and an already existing name is changed, the user is warned and the name needs to be changed to a unique name. If the paste function is used, the entry is automatically renamed to a unique name.

See the full username instead of the login username

When this option is activated, the full name of the Windows and p4b users is displayed instead of the login name.

Limit the formulas calculation depth to …

The number of formula type properties possible levels for Query builder. User is able to change this number.

When a shape is removed from a diagram

Here you can determine what should be done with the object, when deleting an object from a diagram. You can choose between the following options:

  • ask each time, whether it should be deleted from the database
  • delete it always from the database too, without asking 
    Attention: when cutting/pasting objects, there is always the possibility that ghost shapes appear, when the object cut is used on several diagrams
  • leave it always in the database without asking
When a shape is pasted to a diagram

Here you can define what is to be done with the object, when you paste a previously copied object to a diagram. You can choose between the following options:

  • Ask whether the DB object is to be duplicated
  • Always duplicate the DB object 
    This option pastes each time a new object: the existing object “rejection” is therefore pasted automatically as new object “Rejection1”
  • Never duplicate the DB object 
    This option pastes each time the existing object


See also: Cut, Copy, Paste & Special
When a diagram is opened

This option controls the window behaviour, when opening diagrams.

The following options are available:

  • Visio default behaviour
    No change as opposed to the default behaviour of Visio.

  • Maximise the diagram window
    The diagram window is maximised through this option, when opened.

  • Maximise diagram window and adjust the page
    The diagram window is maximised through this option when opened and the page is adjusted to the window size.

  • Maximise diagram window and adjust the width
    The diagram window is maximised through this selection when opened and the page width is adjusted to the window size.


Control Visio tooltips for properties in Database Designer

This option controls the window behaviour, when opening diagrams.

The following options are available:

Update the mastershape only when the underlying object property has been changed.

If this option is activated, then the shapes on diagram will not be replaced with the shapes from stencil but will simply be updated, when object is not changed in fact (when master shape property in the object was not changed, but the stencil was changed), e.g. diagram is opened in different languages.

This option creates Visio hyperlinks for object-to-diagram links and should be activated in the following cases:

  1. when you want to run a simulation of the processes for the model over several linked diagrams using the PCS Process Simulator
  2. when you save diagrams in SharePoint and then want to open diagrams in SharePoint for navigation.
Show Tooltips of properties on diagrams

Displays in Visio through mouse-over a tooltip for objects. The content of this tooltip is controlled on property level via the option “Show in Tooltip” (True/False) and is activated by default for the property “description”.

Display a “list of Parent diagrams” instead of “multiple parent diagrams” in the diagrams header

In, a diagram can have several parent diagrams. This option defines what the “ParentDiagramName” should be for such a diagram in the formula type: 

  • ”[Several parent diagrams]” 
  • a listing of all parent diagrams


Here you can create, modify or delete base directories. The set paths here are used for properties of the property type Hyperlink or Path. To create a new directory, click “New”. In the opened window, enter the name of the path and the path itself. To select a path from your computer or from the network, click on the “Search” button.

Setting the default language for the model

This option of the database settings allows you to select another language as your new default language.


It is strongly recommended to backup the database before changing the default language.

There is a default language for each database, that is, all objects are available at least in this language. When you add a new language and then change to this new language, objects not yet translated are still shown in the previous default language; this is necessary so that no empty names or properties exist in the database.