Create New Revision

Explanation

Use this activity to create a new revision for an existing document. Selecting the Create New Revision command opens the Create New Revision assistant that will guide you through the process of defining a new revision, and copying parts of the old revision to the new revision. 

By selecting following check boxes following data will be copied to the new revision.

• Copy Structure: If the old document revision has sub-documents those will be copied to the new revision.
• Copy Access: Copies all the access records in Document Revision/Access/definition tab of the selected revision to the new revision. Object controlled access lines will be handled by the object connection. When the Copy Access check box is selected, 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 the old document revision has a file checked in, that file will be copied. 
• Copy Approval Routing: If the old revision has a approval routing, that will be copied.
• Copy Field Values: Correspondence information in Document Revision/Correspondence tab, Description fields in in Document Revision/Sheets/Descriptions tab and Note, Scale, Reason for Issue in Document Revision/General tab  will be copied.

If the old revision has connected objects, those object connections can be moved to the new revision. If the old revision is a structure document, the new revision can replace the old revision within the structure.

Prerequisites

• You must have access rights to the document to be able to change its revision.
• If the access for you or your group has been set to either Edit or Admin, you can create a new revision. However if the access for you or your group has been set to View, you cannot create a new revision.

System Effects

• A new revision of the current document is created.
• The structure, approval process, files, access, and record data (including correspondence information) values from the old revision will be copied to the new revision if they have been selected in the assistant.
• 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.
• The new revision will replace the old revisions in a structure if the parent documents of the old revision have a status of Preliminary. 

Window

Document Revision

Related Window Descriptions

Document Revision
Document Revision/General 
Create New Revision Assistant

Procedure

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

1. Open the Document Revision window, and retrieve the target document.
2. Right-click anywhere on the General tab and then click Create New Revision to open the Create New Revision assistant.
3. Under the New group, enter a new revision code in the Revision field and the revision text in the Revision Text field. These values are required to move to the next step.
4. Select the Update Allowed During Approval check box if you want to update the document after it has reached the approval process.
5. Under From Old, select the appropriate options to indicate which data to copy from the old revision to the new revision.
6. Optionally, click the Change Revision on Title check box and enter values in the New Title Revision and Title Rev Note fields. This is used for information purposes only. When we use many sheets and those sheets have different revision levels, this represents the overall revision level of the whole document.
7. If you want to work with objects connected to the document (e.g., Document Folder, Work Order), click Next to open the second step of the Create New Revision assistant. Otherwise you can click Finish to create the new revision. Object connections set to “Fixed” can be moved to the new document revision using the Select checkbox as long as the connection between the document and business object is not locked. Object Connections set to “Latest Revision” or “Latest Released Revision” will be moved automatically, as appropriate, and you cannot check or uncheck these lines.
8. If the old document revision is a structure document and has parent structure documents, they are listed in the third step of the Create New Revision assistant. You can connect the new revision to the parent documents (thus replacing the old revision in the structure) only if the parents are in Preliminary status. Approved or Released document structures cannot be changed.
9. Click Finish to create the new revision.