Edit Document — Key Exercises 

Required Data

This exercise requires that you have completed the following exercises:

• Create Document Title and Revision

• Create Document File

Main Exercises

Purpose: The purpose of this lesson is to learn how to edit a document.

Windows:
Document Revisions
Document Revision

When you want to edit a document that is stored in the database, you must first check it out. This means that you transfer the document file from the document management file repository to your local computer or workspace. After the document is checked out, you can open the file and enter your changes.

When a document is checked out, the file is locked for other users, i.e., no one else can edit the document. If the file is still available in the document management repository, it can only be viewed or printed. To edit a document, you must have Edit access. 

Checking Out and Editing a Document

1. Open the Document Revisions window in IFS/Document Management.
2. Perform a query (F3) to find your Assembly Instruction document (e.g., Document Class = XXINSTR, where XX is your initials, revision = A1).
3. Select the document revision, and right-click, point to File Operations, and then click Edit Document. 
4. If the Choose Macro window opens, click Skip Macro. The application in which the document was created should be opened and the document displayed (in this case, Microsoft Word).

Result: The document file has been transferred from the document management repository to your local check out path.

6. Enter the following sentence after the original text:The assembly must be performed by a certified Peugeot mechanic; otherwise, the guarantee will not be valid.
   
7. On the File menu, point to Save.
8. Close Microsoft Word.

Checking In a Document

When  you have finished editing the document, you must check it back in to the document management system so that the changes you made will become available. 

1. Open the Document Revisions window in IFS/Document Management.
2. Select the document revision (the Assembly Instruction), that should be populated in the window. If not, perform a new query.
3. Right-click, point to File Operations, and then click Check In Document.

Result: The changes you made are now visible and the users with edit access can check out the document.

Editing and Checking In a Document

The File Operations menu options are available from several windows in IFS Document Management. In the Document Revision window the Check in, Edit, Print and View commands have a special designed button which makes it easy to perform these commands.

1. Select the Assembly Instruction  document in the Document Revisions window.
2. Right click and click Document Revision.
3. The Document Revision window is opened, populated with the Assembly Instruction.
4. Review the 4 buttons available from the General tab; View, Edit, Check In and Print.
5. Check out the document revision by clicking the Edit button.
6. If the Choose Macro dialog box is opened, select button Skip Macro.
7. MS Word should be opened, displaying the Assembly Instruction.
8. Enter today's date (DD-MM-YY) at the top of the document and save it by selecting Save from the File menu.
9. Close Microsoft Word.

Note: The File Status field has changed from Checked In to Checked Out on the  General tab. Also note that the field displays the user name of the person who checked out the document.

10. Check in the document revision by clicking the Check In button.

Note: The file status has changed from Checked Out to Checked In.

11. Click the Development tab and review the information in the File Document Status field. The date and person who last checked out the document revision is displayed.