Use the Release Document Assistant to release a document. The document must have an Approved status and you must have administrative rights to the document to be able to release it.
If a document is a structure document and has unapproved subdocuments, those subdocuments must first be approved. If multiple documents are being released, and one of the documents is a structure document with unreleased subdocuments, those unreleased subdocuments must also be released.
Using the Release Document Assistant you will go through following steps:
General Information
This step contains a list of the document(s) you will release. You will decide in this step if any of the released revisions of the document should be set to obsolete. The Accept All Defaults check box is a short-cut for this assistant. If you select this check box, you agree to accept all defaults for the release of your document(s). By selecting this check box, a text message appears explaining what will happen, and the Finish button becomes available. By clicking Finish, the documents displayed in this assistant are released according to the default settings. If you do not select the Accept All Defaults check box, you will instead decide what to do with the old document revisions.
You can select Yes or No when asked if you want to set the old document revisions to obsolete. If you select Yes and then click Next, you open step Set Revisions to Obsolete of the assistant. If you select No, and then click Next, you avoid step Set Revisions to Obsolete and open step Update Object Connections of the assistant.
If the Background Job check box is selected, the Accept All Defaults check box is automatically selected and the Next button will be disabled and only the Finish button will be available. When you click Finish, the selected documents are released through a background job (if the prerequisites are met).
Set Revisions to Obsolete
Use this step to determine which released revisions of the document should be set to Obsolete. You must have administrator access to the revision to be able to set a document revision to obsolete. To set a released revision to obsolete, select the Set to Obsolete check box for that document revision's row. Click Next to open step Update Object Connections.
Update Object Connections
In this step of the assistant, you can update object connections from the old document revisions to the new document revision by selecting the Replace check box for that document revision's row. This means that the object connection will be removed from a previous revision and moved to the current revision based on the value in the Update Revision field:
Use the Select All Possible button to select the Replace check
box for all object connections which are possible to update on the document
revision.
Use the Select Default button to reset the value of the Replace
check box for all object connections according to the default configuration.
If the number of connected objects is greater than the limit for object
connections to display in the assistant (LMT_OBJ_CON_SHOW_WIZARD value in
Document Default Values), you can select whether the default
configuration should be used or whether all or none of the object connections
should be moved.
If the option Keep/Move them according to the Update Revision value is
selected, the connections will be moved according to the settings in the
Update Revision field as given below.
If the option Keep/Move them according to the Update Revision value, including fixed and unlocked connections is selected, all possible object connections will be moved to the document revision, except for the connections with following update revision type and connection status:
Set Access for Multiple Documents
This step is displayed only when releasing multiple documents. The step is used to configure the access that the document revision receives after it is released. Access can be kept on each document as it is, all disabled lines can be enabled, or you can choose to edit access. If you edit access, it will be applied to all selected documents. This is the last step of the assistant, unless you choose to edit the access.
Set Access
In this step you give persons and groups access to the released document revision. When this step is opened, the Available Groups and Persons list is empty and it will be populated with existing persons names or groups names according to the radio button option you have selected. You have to specify a search condition when searching for persons or groups. The Has Access to the Revision list shows the groups and/or persons you have selected to have access rights to the document.
Select a person or group in the list and click Add to move it to the Has Access to the Revision (top list) on the right and give that person or group access to the released document revision. By default only view access will be given to the selected person or group. Removal of persons or groups from the list box can be done using the Remove button. Select a person or group in the bottom list on the right and click Enable to move it to the top list which displays all the users with access enabled for the document revision. Access can be disabled for the persons and groups in the top list by clicking Disable. It is also possible to enable all the disabled persons and groups. Highlight a person or group in the lists on the right and click Remove to delete it from the list. Click Finish to close the assistant and release the document.
Document Default Values affecting the assistant
In step General Information, the question if you want to set the old document revisions to obsolete only appears if NO_OF_RELEASED_REVISIONS default value in basic data is set to MANY. If NO_OF_RELEASED_REVISIONS default value is set to ONE, this question will not appear. A setting of ONE means that only one revision of the document can be released, and any released revisions will automatically be set to obsolete. NO_OF_RELEASED_REVISIONS is a system parameter and is configured during program installation.
The General Information step will show a check box which will enable you to perform this operation as a background job only when releasing more than one document and if the number of documents is less than the value set for the LIMIT_NORMAL_STATE_CHANGES default value in basic data.
In the Update Object Connections step you can select whether the default configuration should be used or whether all or none of the object connections should be moved, only if the number of connected objects is greater than the number defined for the LMT_OBJ_CON_SHOW_WIZARD default value,
For more information about default values see About Document Default Values
Approve
and Release Document without Approval
Approve and Release Document with Approval