Approve and Release Document — Exercises
Required Data
To be able to perform these exercises, you must have completed the following
exercises:
- Create
Document Title and Revision
- Create
Document File
- Establish
Approval Process
- Approval
Process
Main Exercises
Purpose: The purpose of these exercises is to show how a
document revision is approved and released.
Windows:
Document Revision
Approving a Document Revision
In this exercise, you are going to change the status of the Assembly
Instruction to Approved, making the revision ready to be released. The
status Approved can only be set if all steps in the approval process are
approved. If the document in question does not have an approval process, the
status can be changed directly from Preliminary to Approved.
- Open the Document Revision window from the Navigator.
- Perform a query to find the Assembly Instruction you created in the
earlier exercise (e.g., by using search criteria Document Class = XXINSTR,
where XX are your initials, and Title = Assembly%).
- Click the
Approval tab and check that all steps in the approval
process are approved.
- Go back to the
General tab (or click in the header).
- Right-click, point to Status and then click Approve.
- Click Yes.
Note: The document status changed from Approval in Progress to
Approved.
Remember that is not possible to undo this status change.
Result: The document revision is approved and thereby locked for
further updates. It is now ready to be approved.
Releasing a Document Revision
Now that the document revision is approved, it can be released. When the
document is released, the revision is locked for further updates. It is not
possible to undo a release. The only way to update the document after release is
to create a new revision.
- Keep the
Document Revision/General tab open.
- Right-click, point to Status and then click Release. The
Release Document assistant is opened.
- To release the document, check that the document revision about to be released
is the correct one, and then click Next.
- Decide whether you want to set previous revisions
of the document to Obsolete. In this case, we do not have any previous
revisions, so just click Next.
- The objects that should be connected to the released
revision are selected. You can use the selection buttons to make your
choice. Review the object connections that are selected by default and
then click Next.
- Select the access of the released document revision.
Click on persons from the list on the left and click Add to add them
to the list on the right. Click Enable to enable access. Click
Finish.
Note: The document status has been changed to Released and Edit
and Check In commands are grayed out.