Managing item documents

In this lesson, we will demonstrate how to work with documents associated with an item and discuss how the document’s lifecycle relates to the item’s lifecycle.

Before you start:

You must be invited to Upchain and have at least a Participant license to perform the tasks demonstrated in this lesson. You must also be added to a project to be able to manage documents within that project.

Managing item documents

In this video, we will:

  • Check out a document from an item to make changes
  • Check the document back in to commit those changes
  • Send a document through a workflow to be published

Key takeaways

  1. Checking out a document allows you to make changes to the document, and prevents others from making changes at the same time.
  2. Checking in the document commits the changes back into Upchain, and creates a new document version.
  3. A document can only be published using a workflow.
  4. Generally, a document can only be changed while the item is still in Development, or it exists in a document category set to be editable on a released item.

Viewing a document in the PDF Viewer and publishing it

In this video, we will:

  • View a compatible document in the PDF Viewer and gain some familiarity with its functionality
  • Explore what happens when the publishing workflow is rejected
  • Complete the publishing workflow to publish a document

Key takeaways

  1. Compatible documents can be viewed in the PDF Viewer.
  2. All actions to progress a document workflow are found in the document’s detail view.
  3. Revising a document can only be done in items that are still in Development, or document categories set to be editable on a released item.

Document lifecycles in relation to item lifecycles

In this video, we will:

  • Explore how a document behaves inside a released item
  • Explore when it is possible to edit a document inside a released item

Key takeaways

  1. Only document categories can be set to be editable on a released item. Specification types do not have this option.
  2. It is always best to publish documents within an item before the item is released.
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