Create New Revision

Explanation

Use this activity to create a new revision for an existing document. Clicking the New Revision button opens the Create New Revision dialog with the option whether to browse a new file or to copy the file available in the source revision from which the new revision is created.

Also following information will be copied from the source revision which the new revision is created.

• Access: Copies all the access records in Document Details/Access tab of the selected revision to the new revision. Object controlled access lines will be handled by the object connection. If the person creating the new revision is not the same person that created the previous revision, the previous creator will lose his administrator access on the new revision. The reason is that the original creator should not by default have full access to all later revisions.  If you still want the original creator to have administrator rights, then you can update the access line manually after the new revision has been created. Alternatively, a document group with administrator rights can be used.
• Copy File: If this check box is selected, the file checked in to the source document revision will be copied. 
• Approval Routing: If the old revision has a approval routing, that will be copied.

If the old revision has connected objects, those object connections can be moved to the new revision.

Prerequisites

• You must have Edit or Admin access to the document to be able to change its revision or to create a new revision. 

System Effects

• A new revision of the current document is created.
• The approval process, file, access information from the old revision will be copied to the new revision.
• Objects are connected to the new revision automatically if the Update Revision field is set to the Latest Revision, when creating the object connections. The objects that are moved will be marked as Moved in the Copy Status field so that they can be moved back if the revision is set to obsolete.

Related Window Descriptions

Document Details
Create New Revision Dialog

Procedure

Use the following procedure to create a new revision for your document.

1. Open the Document Details page, and search the target document.
2. Click New Revision button to open the Create New Revision dialog.
3. Under the New Revision Information group, enter a Revision Text.
4. Optionally, change the Document Revision and Format values.
5. Select the Copy File check box if you want to copy the file from the old revision. Else deselect check box and click Browse to select a new file.
6. Click Ok to create the new revision.