Create New Revision
Explanation
Use this activity to create a new revision for an existing
document. Selecting the Create New Revision command opens
the
Create New
Revision assistant that will guide you through the process
of defining a new revision, and copying parts of the old revision to
the new revision.
By selecting following check boxes following data will be copied to the new
revision.
- Copy Structure: If the old document revision has sub-documents
those will be copied to the new revision.
- Copy Access: Copies all the access records in Document
Revision/Access/definition tab of the selected revision to the new
revision. Object controlled access lines will be handled by the object
connection. When the Copy Access check box is selected,
if the person creating the new revision is not the
same person that created the previous revision, the previous creator will lose
his administrator access on the new revision. The reason is that the original
creator should not by default have full access to all later revisions. If you
still want the original creator to have administrator rights, then you can
update the access line manually after the new revision has been created.
Alternatively, a document group with administrator rights can be used.
- Copy File: If the old document revision has a file checked in, that
file will be copied.
- Copy Approval Routing: If the old revision has a approval routing,
that will be copied.
- Copy Field Values: Correspondence information in Document
Revision/Correspondence tab, Description fields in in Document
Revision/Sheets/Descriptions tab and Note, Scale, Reason for Issue in Document
Revision/General tab will be copied.
If the old revision has connected objects, those
object connections can be moved to the new revision. If the old
revision is a structure document, the new revision can replace the old
revision within the structure.
Prerequisites
-
You must have access rights to the document to be
able to change its revision.
-
If the access for you or your group has been set to
either Edit or Admin, you can create a new revision. However if
the access for you or your group has been set to View, you cannot
create a new revision.
System Effects
-
A new revision of the current document is created.
-
The structure, approval process, files, access, and record
data (including correspondence
information) values from the old revision will be copied to the
new revision if they have been selected in the assistant.
-
Objects are connected to the new revision automatically if
the Update Revision field is set to the Latest Revision,
when creating the object connections. The objects that are moved
will be marked as Moved in the Copy Status field so that
they can be moved back if the revision is set to obsolete.
-
The new revision will replace the old revisions in a structure if
the parent documents of the old revision have a status of
Preliminary.
Window
Document Revision
Related Window Descriptions
Document Revision
Document
Revision/General
Create New Revision Assistant
Procedure
Use the following procedure to create a new revision
for your document.
- Open the
Document Revision
window, and retrieve the target document.
- Right-click anywhere on the
General
tab and then click Create New Revision to open the
Create New
Revision assistant.
- Under the New
group, enter a new revision code in the Revision field and the revision text in the Revision Text field.
These values are required to move to the next step.
- Select the Update Allowed
During Approval check box if you want to update the document
after it has reached the approval process.
- Under From Old, select the appropriate options to
indicate which data to copy from the old revision to the new
revision.
- Optionally, click the Change
Revision on Title check box and enter values in the New Title
Revision and Title Rev Note fields. This is used for information
purposes only.
When we use many sheets and
those sheets have different revision levels, this represents the overall
revision level of the whole document.
- If you want to work with
objects connected to the document (e.g., Document Folder, Work
Order), click Next to open the second step of the Create
New Revision assistant. Otherwise you can click Finish
to create the new revision. Object connections set to “Fixed” can be moved to the new
document revision using the Select checkbox as long as the connection
between the document and business object is not locked. Object Connections
set to “Latest Revision” or “Latest Released Revision” will be moved
automatically, as appropriate, and you cannot check or uncheck these lines.
- If the old document revision is a structure document and has parent
structure documents, they are listed in the third step of the Create
New Revision assistant. You can connect
the new revision to the parent documents (thus replacing the old revision in the
structure) only if the parents are in Preliminary status. Approved or Released
document structures cannot be changed.
- Click Finish to create the new revision.