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 enabling following options 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 tab of the selected revision to the new revision.
Object controlled access lines will be handled by the object connection.
When the Copy Access option 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, 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.
you can update object connections from the old document revisions to
the new document revision by selecting the Select option for that object
connection's row. This means that the object connection will be removed from
a previous revision and moved to the current revision based on the value in
the Update Revision field:
- Fixed - The object connection is not moved.
- Latest Released - The object connection is dynamic, and should
always link to the latest released revision of the document.
- Latest Revision - The object connection is dynamic, and should
always link to the latest created revision of the document.
Use the Select All Possible button to select the Select option
for all object connections which are possible to update on the document revision.
Use the Select Default button to reset the value of the Select option
for all object connections according to the default configuration.
If the number of connected objects is greater than the limit for object connections
to display in the assistant (LMT_OBJ_CON_SHOW_WIZARD value in Document
Default Values), you can select whether the default configuration should
be used or whether all or none of the object connections should be moved.
If the option Keep/Move them according to the Update Revision value
is selected, the connections will be moved according to the settings in the
Update Revision field as given below.
- Fixed - Connections will not be moved to the released revision.
- Latest Revision - Connections will remain in the latest revision.
- Latest Released Revision - Connections will be moved to this
revision which is the latest released revision.
If the option Keep/Move them according to the Update Revision value,
including fixed and unlocked connections is selected, all possible object
connections will be moved to the document revision, except for the connections
with following update revision type and connection status:
- Fixed and Locked connections
- Latest Revision if there are any other latest revisions
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.