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Documents associated with an item contain valuable information for all members of a project – from designers to project managers. Let’s take a closer look at the relationship between items and documents.
After we identify the ways documents are organized in Upchain, we’ll explore how to import new documents, as well as how to view existing documents in Upchain.
Any referenced datasets can be downloaded from "Module downloads" in the module overview.
Let’s modify a document associated with an item and make the changes available to all project members.
Any referenced datasets can be downloaded from "Module downloads" in the module overview.
Transcript
00:05
In this video, we will discuss the following,
00:07
the process required for when changes are to be made to a document
00:11
and taking a document from a draft state to being published.
00:14
So let's take a look
00:16
once an item has documents attached to it and if changes need to be made to the document,
00:21
an action you will need to perform is a checkout and checkin
00:24
this will ensure that a new version is created in Upchain,
00:27
making it easier to track changes to the document.
00:29
For example, we need to add some extra rod length variables
00:32
to specifications document in our fishing rod project.
00:35
To make this change, we will need to check the document out,
00:37
make the changes and then check the document back in.
00:40
To do this, we need to navigate to the document in the document categories.
00:44
In this case, under the general documents folder,
00:47
expand the menu and click on the more actions or ellipses from the pop up.
00:52
We then choose, check out
00:54
once the document is checked out,
00:56
a lock will appear next to the draft status and no one else is able to make changes to it.
01:00
You can also note the version and revision states here.
01:03
You will also note that a local copy of the file is automatically downloaded for us to make our changes.
01:09
If you download the file again accidentally after checking it out,
01:12
the file will be appended with the bracket one,
01:15
you must use the original file name.
01:17
Let's open the file and add both the 11 and 12-foot rod lengths with their guide spacing variables.
01:42
Once we've made our changes, and after we check the document back in, if required,
01:47
other users will then be able to check out the document and make their changes.
01:51
An important note,
01:52
to check the document back in, the document name must be the same name.
01:56
Otherwise the connection won't be made in Upchain that we are checking in the same document.
02:01
It is also recommended to add a comment, so we know what was changed for this version.
02:06
We're going to add a comment like added 11 and 12-foot guide spacing.
02:12
Once the document is checked back in,
02:14
Upchain identifies the changes and the version number for the document will increase by one.
02:19
We can see the version number for our document has gone from V1 to V2
02:23
and the document is successfully checked back in.
02:33
Another action you can form on a document is to publish it.
02:37
This takes the document from the start point of a draft state to a published state
02:40
by going through the document workflow.
02:43
When a document is in a published state,
02:44
it generally means it cannot be edited but that it is ready for consumption or use by others.
02:50
To publish a document,
02:51
we need to click on the ellipsis button next to the document and select view details.
02:55
A pop-up will launch.
02:57
And from here, we can edit the document and select the workflow.
03:00
Once the workflow has been added,
03:02
we can start the workflow and move the document from a draft state
03:05
to a pending review state with the publish button,
03:08
you may also have the option to reject.
03:11
However, this process will depend on your tenant and the document workflow chosen.
03:15
Note, you may not have the publish option as someone else
03:19
may be required to review and approve the document.
03:29
Once the document has been approved, it will show with the status of published.
03:33
You may need to click on the details icon
03:35
and then back on the documents icon to serve as a refresh,
03:39
the version will increase and a revision will be indicated.
03:42
The version number will indicate the same throughout the workflow.
03:45
However, the version number will change should the document be checked out,
03:49
edited and then check back in again.
03:52
This would also place that version of the document in a draft state
03:55
and the version number will increase by one.
03:57
If we go back and look at our document, we can see the status is published.
04:00
The version is at V2 and the revision has changed to AA.
04:05
We've now looked at how to check out,
04:07
check in documents and then finally publish the documents.
Video transcript
00:05
In this video, we will discuss the following,
00:07
the process required for when changes are to be made to a document
00:11
and taking a document from a draft state to being published.
00:14
So let's take a look
00:16
once an item has documents attached to it and if changes need to be made to the document,
00:21
an action you will need to perform is a checkout and checkin
00:24
this will ensure that a new version is created in Upchain,
00:27
making it easier to track changes to the document.
00:29
For example, we need to add some extra rod length variables
00:32
to specifications document in our fishing rod project.
00:35
To make this change, we will need to check the document out,
00:37
make the changes and then check the document back in.
00:40
To do this, we need to navigate to the document in the document categories.
00:44
In this case, under the general documents folder,
00:47
expand the menu and click on the more actions or ellipses from the pop up.
00:52
We then choose, check out
00:54
once the document is checked out,
00:56
a lock will appear next to the draft status and no one else is able to make changes to it.
01:00
You can also note the version and revision states here.
01:03
You will also note that a local copy of the file is automatically downloaded for us to make our changes.
01:09
If you download the file again accidentally after checking it out,
01:12
the file will be appended with the bracket one,
01:15
you must use the original file name.
01:17
Let's open the file and add both the 11 and 12-foot rod lengths with their guide spacing variables.
01:42
Once we've made our changes, and after we check the document back in, if required,
01:47
other users will then be able to check out the document and make their changes.
01:51
An important note,
01:52
to check the document back in, the document name must be the same name.
01:56
Otherwise the connection won't be made in Upchain that we are checking in the same document.
02:01
It is also recommended to add a comment, so we know what was changed for this version.
02:06
We're going to add a comment like added 11 and 12-foot guide spacing.
02:12
Once the document is checked back in,
02:14
Upchain identifies the changes and the version number for the document will increase by one.
02:19
We can see the version number for our document has gone from V1 to V2
02:23
and the document is successfully checked back in.
02:33
Another action you can form on a document is to publish it.
02:37
This takes the document from the start point of a draft state to a published state
02:40
by going through the document workflow.
02:43
When a document is in a published state,
02:44
it generally means it cannot be edited but that it is ready for consumption or use by others.
02:50
To publish a document,
02:51
we need to click on the ellipsis button next to the document and select view details.
02:55
A pop-up will launch.
02:57
And from here, we can edit the document and select the workflow.
03:00
Once the workflow has been added,
03:02
we can start the workflow and move the document from a draft state
03:05
to a pending review state with the publish button,
03:08
you may also have the option to reject.
03:11
However, this process will depend on your tenant and the document workflow chosen.
03:15
Note, you may not have the publish option as someone else
03:19
may be required to review and approve the document.
03:29
Once the document has been approved, it will show with the status of published.
03:33
You may need to click on the details icon
03:35
and then back on the documents icon to serve as a refresh,
03:39
the version will increase and a revision will be indicated.
03:42
The version number will indicate the same throughout the workflow.
03:45
However, the version number will change should the document be checked out,
03:49
edited and then check back in again.
03:52
This would also place that version of the document in a draft state
03:55
and the version number will increase by one.
03:57
If we go back and look at our document, we can see the status is published.
04:00
The version is at V2 and the revision has changed to AA.
04:05
We've now looked at how to check out,
04:07
check in documents and then finally publish the documents.
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