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
- Create a new structure document
- 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
- Query for
the structure document you created in the first exercise.
- Right-click and
then click Status.
- Click Approve Document.
- 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
- Query for
the structure document you approved in the previous exercise.
- Right-click
and then click Status.
- Click Release Document.
- Select the Accept All
Defaults and
Release Subdocuments
check boxes. This will make the Finish
button available.
- 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.
- 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.
- Right-click and then click Create New Revision. This opens the Create New Revision Wizard.
- Enter A2 in the New Revision field, and a description in the
Revision Text field.
- Click Finish.
- 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.
- Create a new structure document consisting of four documents, as in the
first exercise on this page.
- Click the Consists Of tab and select the
first subdocument in the list.
- Right-click and then click Document
Revision. This will open
up the window Document Revision with the selected subdocument.
- In the new window, right-click and then click Create New Revision.
- 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.
- 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.
- 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.
- Create a new structure document, consisting of four documents, as in the
first exercise on this page.
- Approve the document and its subdocuments, as
described in the Approve Structure Document exercise on this page.
- Click the Consists Of
tab and select the first subdocument in the list.
- Right-click and then
click Document Revision. A new Document Revision window will open
with the selected subdocument.
- In the new window, right-click and then click
Create New Revision.
- 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.
- 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.
- Click Finish.
- 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.
- Query for the top structure document you created in the previous exercise, or
create a new document structure and approve it.
- Create another single (with
no subdocuments) structure document and approve it. It does not need to
have a file.
- Go to the top document of the approved document structure and click the Consists Of tab.
- Select
any of the subdocuments, right-click and then click Replace Revision. A
dialog box opens.
- Use the List of Values to find the single document you just
approved, and click OK.
- Verify that the document you selected has
replaced the old one in the structure even though the structure was locked.