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.
Step 1 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 2 of the assistant. If you select No, and then click Next, you avoid step 2 and open step 3 of the assistant. If your document revision style is set to Free, this question appears in step 1 of the assistant. If the document revision style is set to Restricted, this question will not appear in step 1 of the assistant. A setting of Restricted means that only one revision of the document can be released, and any released revisions will automatically be set to obsolete. Document revision style is a system parameter and is configured during program installation.
When releasing more than one document, if the number of documents is less than the value set for the LIMIT_NORMAL_STATE_CHANGES default value in basic data, this step will show a check box which will enable you to perform this operation as a background job. 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).
Use step 2 to determine which released revisions of the document should be set to Obsolete. You must have administrator access rights 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 3.
In step 3 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 Keep Revision field.
Select one of the following values for the Keep Revision field.
Note: You can always override the setting in the Keep Revision field.
If the number of connected objects is greater than the number defined for the LMT_OBJ_CON_SHOW_WIZARD default value, you can select whether the default configuration should be used or whether all or none of the object connections should be moved.
This step is displayed only when releasing multiple documents. Step 4 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.
In step 5 you give persons and groups access to the released document revision. When this step is opened, the Available Persons/Groups list is empty and all the starting characters of the persons and groups in the system will be displayed and you can select a character. Once you select a character, the list box will be populated with the existing persons/groups whose names begin with that character and you can select your options from the list. It is possible to filter between viewing the groups and the persons by using check boxes. 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. Removal of users 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.
Approve
and Release Document without Approval
Approve and Release Document with Approval