Approve and Release Document — Exercises

Required Data

To be able to perform these exercises, you must have completed the following exercises:

  1. Create Document Title and Revision
  2. Create Document File
  3. Establish Approval Process
  4. 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.

  1. Open the Document Revision window from the Navigator.
  2. 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%).
  3. Click the Approval tab and check that all steps in the approval process are approved.
  4. Go back to the General tab (or click in the header).
  5. Right-click, point to Status and then click Approve.
  6. 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.

  1. Keep the Document Revision/General tab open.
  2. Right-click, point to Status and then click Release. The Release Document assistant is opened.
  3. To release the document, check that the document revision about to be released is the correct one, and then click Next.
  4. 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.
  5. 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.
  6. 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.