Release Document Revision

Explanation

Use this activity to release a document revision using the Release Document Assistant.  One or more documents can be released at once. Documents can also be released automatically using a check box in Document Revision window. If this check box is selected, and the required conditions met, the document is released upon saving.

When releasing a large number documents, it will be performed as a background job when a specified limit is exceeded. When the number of documents is less than the specified limit, you can select whether it should be performed as a background job or not. The minimum number of documents for which the system automatically creates a background job depends on the information specified for the LIMIT_NORMAL_STATE_CHANGES default value in basic data. One background job can handle only up to 1000 documents and as a result the number of background jobs will depend on the number of documents. For example, if we are going to release 1050 documents at once, two background jobs will be created (automatically) when we perform the release operation.

Prerequisites

• If a view file and/or an object reference is required by the document title, the view file and/or object reference must exist for the document revision you plan to release.
• The document revision must be set to approved before it can be released.

When documents are being released through a background job and the following prerequisites are not met for a document, that particular document is ignored and the rest of the documents are released.

• If it is a structure document, then all sub-documents must be released.
• The user must have access rights to obsolete all other released revisions.
• If the document title requires a object connection, documents must have an object connected.
• The user must have access rights to the document.

System Effects

• Once a document revision has been released, its data and connected document file can no longer be modified. 
• The release date is automatically inserted and all objects that have their Update Revision field set to Latest Released Revision will automatically be connected to the released document revision. 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.
• Releasing a document revision cannot be reversed.

Window

Document Revisions
Document Revision

Related Window Descriptions

Document Revisions
Document Revision
Release Document Assistant

Procedure

Using the Release Document Assistant:

1. Open the Document Revision window or Document Revisions window and query for the document revision(s) you want to release.
2. Select the document(s) that you want to release. Right-click, point to Status, and then click Release to open the Release Document Assistant. (In the Document Revisions window, first select the row. 
3. Follow the wizard's instructions to release your document revision. Help is available within the wizard.

Note: The wizard has an Accept All Defaults check box. If you select this check box, you will release the document revision in a single step. If you do not select this check box, you will proceed manually through the steps of the wizard. This is especially useful if you want to release more than one document.

Note: If the number of documents selected is less than or equal to the number specified for the LIMIT_NORMAL_STATE_CHANGES default value, the user is given the option to select whether the operation should be performed as a background job in the first step of the Release Document Assistant.

Using the Release check box:

1. Open the Document Revision window and query for the document revision(s) you want to release.
2. Select the Release check box.
3. Save the record (F12).