Edit Document File

Explanation

Use this activity to edit the document file connected to a document revision. You can view checked out documents in Checked Out Document Revisions window.

Prerequisites

• A document revision must exist.
• You must have edit access to the document revision.
• The document revision must have a status of Preliminary or Approval In Progress. If the document revision has a status of Approval In Progress, its Update Allowed During Approval check box must be selected.

System Effects

• Document files that are checked into the document revision (other than the view copy) are copied to your local check out path.
• The document revision's file status is set to Checked Out and all other users are prevented from editing the document.
• When you click Edit, macros will be run if they have been defined. In most cases, the document file's application will start allowing you to modify your document.
• Once you have finished editing your document, you can check in the document file. You can also undo the document check out at any time, but changes to the document file will not be saved.

Window

Document Revision
Document Revisions 
Document Object Connections
Project Navigator
 

Related Window Descriptions

Document Revision
Document Revision/General 
Document Revisions 
Document Object Connections
Project Navigator
Project Navigator/Project Documents

Procedure

Use one of the following procedures to edit your document file.

Creating and editing a document file:

1. Open the Document Revision window and query for a document revision without a connected document file.
2. Click Edit. You will be faced with one of two situations:

• If the document revision's document class has an assigned template, the document file will be created using that template.
• If the document revision's document class does not have an assigned template, the Choose Document Application dialog box opens, and you can select from the registered file types the application you want associated with this document revision. Click OK to confirm your selection. 

3. If macros do not exist, the document file opens in its application and can then be edited.
4. If macros do exist, the Choose Macro dialog box opens. Select a macro or accept the default macro. You then have two choices. 

• If you click Run Macro, the selected macro will run, and in most cases the application will open enabling you to edit your document file.
• If you click Skip Macro, no macro is run and the document file will open within its application as if macros had not existed.

Editing a document file: 

1. Open the Document Revision window and query for a document revision with a connected document file that is checked in.
2. Click Edit.
3. If macros do not exist, the document file opens in its application and can then be edited.
4. If macros do exist, the Choose Macro dialog box opens. Select a macro or accept the default macro. You then have two choices. 

• If you click Run Macro, the selected macro will run, and in most cases the application will open enabling you to edit your document file.
• If you click Skip Macro, no macro is run and the document file will open within its application as if macros had not existed.

Note: You can also edit document files by selecting them in the Document Revisions window and using the relevant right mouse button options. Multiple document files can be edited by selecting multiple rows in this window. Macro settings and Name files using settings will not be considered when editing multiple documents. The file will be named using the standard document title and name.