Adding a new Revision
Locate your Document
- Go to Documents -> Manage Documents.
- Now you choose the category where your document is located.
- Once in the category, find your manual and click on it.
Go to Prepare
- Select the Prepare sub section and click Prepare next revision.
- Setup the name for your revision, the expected date for publishing it (it can be changed later on) and optionally an issue name. If desired, on Include pages tick Specific pages. Read next section to get instructions on how Include pages works in detail.
- Press the Update button to add the revision (you can change these settings later on should you need to).
The default setting for a new revision is All, what this means is that all pages with any changes will be added to this revision when it is published.
When do you need the other setting, Specific Pages? If you are currently working on a revision and you need to immediately correct an error before the next revision is finished Specific Pages will let you do that.
- On the option Include pages tick Select Specific Pages
- Check the pages you want to include in the revision.
- Now you can make the needed changes and publish the revision without any of the changes made for the next revision to be added.
Note: Remember to include the List of Effective Pages to the revision so that it includes the changes.
Now that you have created a new revision for your document it is time for you include the needed changes for this revision.
- Open the Page Structure tab to see the pages in the document, ordered chapter by chapter. Click the name of the page to start editing the content of that page.
- When starting to edit, make sure that you have created a working copy of the page by clicking the yellow Draft button at the top-right corner of the Editor.
- Save once you have finished editing.
- Once you are happy with the editing, put the page into In Review by clicking the button to the right of the Draftbutton, so that the next person in the approval process may approve your changes.
Before a document can be published, all pages need to be approved to the final stage!
Check the Revision for Errors
When you have implemented all the changes needed for this revision it is time to check it for eventual errors. Do acknowledge that this check does not check for content mistakes (e.g. spelling etc.). We will cover the different types of errors later in this chapter.
Check Revision for Errors
- Click on the sub section called Check.
- This box shows a summery of the errors that you should manage. A list of all error messages can be found here
- Here you will see all the pages in your document and their status. Click the pages with errors and resolve it. When you have resolved the errors, press Re-check to update the list. Once all of the errors have been handled you can continue.
Publish your Revision
Click on the sub section Publish.
- Here you can set the reminder intensity, if the revision should be available (this should by set to in almost every case) and you can also upload a Transmittal letter or generate one. When the revision has been approved by the appropriate authorities you can upload the signed approval here.
- This box shows a summery of all your errors.
- A list of all the pages in the document and their status. The status of All the pages must be set to Approved and all the errors must be handled by you before you can publish the revision.
When you have resolved all the errors and have set the desired options for the revision it's time to press the Publish button.
Note: If the status of all the pages isn't in the Approved state you must wait for a reviewer to approve the pages before you can publish the revision.
If you have en error that you don't mind if it isn't resolved in this revision then you can choose to ignore the warning and still be able to publish the revision. You can ignore an error for specific pages and/or all errors by a specific type e.g. ignore all the Chapter begins on uneven page.
Errors in the Revision Page
The following messages are errors and must be resolved, or explicitly checked to be ignored by you, to be able to publish the revision.
The first three errors all have to do with printing out the document. If a chapter is on an even page number that means if printed out it will be on the backside of the page. A printed document with uneven number of pages means the backside of a page will be blank. The solution is to add empty pages that will, when printed, show This page is intentionally left blank to eliminate any doubts of its purpose.
- Uneven number of pages in manual
There is an uneven number of pages in the document, this mostly only concerns documents that are to be printed.
- Uneven number of pages in chapter
There is an uneven number of pages in a chapter, this mostly only concerns documents that are to be printed.
- Chapter begins on even page
There is a chapter page starting on an even page, this mostly only concerns documents that are to be printed.
- Update needed
This warning is given when a module needs to be updated, e.g. a page was added and needs to be included in the Table of Contents.
- Page Overflow
The page has Page Overflow (there is too much content on the page, which means that everything can not fit).
- Outdated cross references
There are outdates cross reference connections on the page.
These are only warnings to inform you of something.
- Page not included in revision
If you chose to only add some of the pages in the document to the revision then the pages that weren't selected will show this warning.
- Page to be archived
This warning means that the page will be archived and be removed when publishing the revision.
- Non visual changes
The page is in draft but there are no changes on the page.
- No warnings
This message indicates that the page does not have any problems.