Revise Structure Documents — Exercises

Basic Data Setup

Create Document Structure

Purpose: The purpose of this exercise is to set up the basic data required for running this particular function.

Windows:
Document Revision

  1. Create a new structure document
  2. Check in files to create a document structure with three levels:

Document 1 (parent, level 1)
    Document 2 (subdocument, level 2)
        Document 3 (subdocument, level 3)
    Document 4 (subdocument, level 2)

General exercise for Edit and Check In Structure Document.

Main Exercise

Purpose: The purpose of this lesson is to learn how to approve, release, and create new revisions of structure documents.

Windows:
Document Revision

Approve Structure Document

  1. Query for the structure document you created in the first exercise.
  2. Right-click and then click Status.
  3. Click Approve Document.
  4. A message appears inquiring whether you want to approve all the subdocuments, as they are not approved as yet. Click Yes.

Note If you click No, the operation will be canceled, and you have the option of approving all the subdocuments manually, using the bottom-up approach. (Otherwise you can use the Approve Document command again).

Release Structure Document

  1. Query for the structure document you approved in the previous exercise.
  2. Right-click and then click Status.
  3. Click Release Document.
  4. Select the Accept All Defaults and Release Subdocuments check boxes. This will make the Finish button available.
  5. Click Finish. This will release the current document and all its subdocuments.

Create New Revision of Structure Document - Scenario 1

This is the basic scenario, which is applicable for normal documents and also for preliminary documents.

  1. Query for the structure document you released in the previous exercise.

Note: It is important that you select the top document, and not any of the subdocuments.

  1. Right-click and then click Create New Revision. This opens the Create New Revision Wizard.
  2. Enter A2 in the New Revision field, and a description in the Revision Text field.
  3. Click Finish.
  4. Click the Consists Of tab on the newly created revision, and make sure that all subdocuments have been connected to it.

Create New Revision of Structure Document - Scenario 2

This is an advanced scenario in which we create a new revision of a subdocument in the structure. This will enable us to see how the connection to the parent document is handled.

  1. Create a new structure document consisting of four documents, as in the first exercise on this page.
  2. Click the Consists Of tab and select the first subdocument in the list.
  3. Right-click and then click Document Revision. This will open up the window Document Revision with the selected subdocument.
  4. In the new window, right-click and then click Create New Revision.
  5. Enter a new revision value and revision text, and click Next twice to bring you to step three of the wizard. Here is where you indicate the parent documents to which the new revisions will be connected.
  6. By default, the only parent in this scenario is in the Preliminary status. Therefore, the new document revision you are creating can replace the old revision under the parent. Accept the default choice by clicking the Replace check box, and click Finish.
  7. Validate that the new revision has replaced the old one under the parent, by refreshing the Consists Of tab on the parent document. Only one revision, the newly created one, of the subdocument should be connected.

The old document revision is now disconnected from the structure.

Create New Revision of Structure Document - Scenario 3

In this scenario, we will create a new revision of a subdocument in an approved document structure. You will see that the new revision will not be allowed to replace the old one in the structure.

  1. Create a new structure document, consisting of four documents, as in the first exercise on this page.
  2. Approve the document and its subdocuments, as described in the Approve Structure Document exercise on this page.
  3. Click the Consists Of tab and select the first subdocument in the list.
  4. Right-click and then click Document Revision. A new Document Revision window will open with the selected subdocument.
  5. In the new window, right-click and then click Create New Revision.
  6. Enter a new revision value and revision text, and click Next twice to bring you to step three of the wizard. Here is where you indicate the parent documents to which the new revision will be connected.
  7. Because the parent in this scenario has the Approved status, the new document revision you are creating cannot replace the old revision under the parent. Therefore the Replace check box cannot be selected.
  8. Click Finish.
  9. Verify that the new revision does not have any parent document, by clicking the Where Used tab.

The old document revision is intact and is still connected to the structure.

Replace Revision

In this exercise, you will learn how to force a replacement document revision in a locked (approved or released) document structure.

  1. Query for the top structure document you created in the previous exercise, or create a new document structure and approve it.
  2. Create another single (with no subdocuments) structure document and approve it. It does not need to have a file.
  3. Go to the top document of the approved document structure and click the Consists Of tab.
  4. Select any of the subdocuments, right-click and then click Replace Revision. A dialog box opens.
  5. Use the List of Values to find the single document you just approved, and click OK.
  6. Verify that the document you selected has replaced the old one in the structure even though the structure was locked.