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Creating a document revision

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This topic will only cover the creation of revisions based on the ISO9000 standard and via Workflow.

 

In order to be able to create a revision for the document, it is necessary to meet the following conditions:

▪The revision control must be properly configured in the category of the document.

▪The logged user must have the "Revise" control allowed in document security.

▪The latest revision of the document must be closed.

▪Note that the upper bar will display buttons related to the revision execution such as those to send the revision to the next step or return it to the previous step.

▪If the "Enable released documents to be edited" general parameter is unchecked, the system must allow editing the document data only if the revision status is draft, for ISO9000 based revisions, or if the "Edit metadata" option is checked, for the Workflow revision status.

▪By creating a new revision, if the current revision has a translation, it will be copied.

 

document revisions can be created through the following locations:

▪File Document menu:

a.Select the record to be revised and click on the button.

b.On the document data screen, click on the Add new revision button.

▪Management Revision menu:

a.Select the record in the second quadrant.

b.Click on the button and select the Add option.

c.The system will ask whether you wish to create a new revision. Click on OK.

 

If the document being revised has a complementary document structure and the "Notify structure revision" option has been checked in the Revision tab of the general parameters, when the revision data is saved for the first time, the system will ask the user which documents of the structure will also be revised. After clicking on OK, the "Revision acknowledgment" task will be generated to those responsible for the revision of the documents that compose the structure of this particular document.

 

On the document data screen, access the Revision section, in which the following subsections will be available according to the revision process configured in the category:

 

General

This section displays general information on the plan revision:

General

In this section, it is possible to enter the Reason for creating the revision. The reasons displayed are recorded in the "Configuration Revision Reason" menu. This section also displays some information on the revision in progress, such as revision ID #, status or step, date and cycle.

The revision ID # can be edited if it is configured as "customized".

 

Control

In this section, it is possible to define the dates scheduled for the start and end of the revision. The actual start and end dates are filled out by the system. This section also displays the user responsible for creating the revision. The responsible user for releasing the revision will be automatically filled out once the revision ends.

 

Description

Use this field to enter additional descriptions of the revision.

 

Explanation

Use this field to justify the revision. If it has been configured, filling out this field may be mandatory.

 

Participant

This section will only be available for ISO9000-based revisions.

1.The completion depends on the route type2 selected in the category. If the route is:

▪Fixed & unique: This subsection may not be edited.

▪Fixed: Participants can only be selected through the "Import route" button at the bottom part of this subsection.

▪Variable: Participants may be selected through a route or through the buttons in the bottom part of this subsection.

2.For fixed routes, at the bottom of the screen, click on the button to import the participant flow from another revision route already created in SE Document. On the screen that will be opened, locate and select the route and save the selection.

3.In case a revision route has not been entered, add the desired revision route participants at the bottom of the screen. Simply click on the button to add a participant.

 

1 - It will be mandatory to fill out this field if the "Require explanation to be filled out when revision is started" option is checked in the revision control configuration.

2 - Regardless of the route type, it will not be possible to add, edit, or remove participants from those steps that have already been executed.

 

Workflow

This field will only be available if the revision process defined in the template type is "Workflow".

 

Change

This section will only be available for editing if the revision process defined in the document category is "ISO 9000 based". Use it to enter the changes that were performed in the document. They may be added both by the user creating the revision and by the drafters through the draft step in the "Document revision" task.

 

Critique

This section will only be available for editing if the revision process defined in the document category is "ISO 9000 based" and according to the current revision step:

▪Review, Approval, Release, or Closure: The executor of the revision may add critiques concerning the revision. To do that, click on thenewbutton and, on the "Critique" tab of the screen that will be opened, fill out the desired critique.

▪Draft: In the second cycle or later, the drafter should inform in this tab the solutions for each critique entered. To do that, click on thedefaultbutton and, in the "Solution" tab of the screen that will be opened, fill out the desired solution.

 

Checklist

This section will only be displayed if the revision process defined in the template type is "ISO 9000 based" and if the user who is accessing the screen is also the user responsible for the execution of the current revision step.

The list of questions allows assisting the responsible party in the execution of the revision step. In order to answer them, select the desired option: Yes, No, or N/A. The answers may have already been selected by the system according to the standard defined when recording the checklist. Moreover, filling in the Comments fields may be mandatory or not, also according to the configurations established when creating the checklist.

 

Request

In this section, it is possible to associate a document revision request with the revision being created, indicating that it has been executed. If no request meets the revision, this tab can be disregarded. In order for this feature to function properly, it is necessary for the SE Request component to be part of the solutions acquired by your organizations.

On the side toolbar, the following buttons are available:

Click on this button to associate a request with the revision. On the screen that will open, enter the request related to the revision and save the record.

Click on this button to disassociate the request selected in the list of records from the revision.

Click on this button to view the data screen of the request selected in the list of records.

 

▪The document revision requests must be issued through the SE Request component. Whereas request executions may be performed through this tab or through the "Request execution" task.

▪Refer to the specific SE Request component documentation for more information on issuing requests.

 

Revisions

This section displays a listing of all revisions that the document has gone or will go through. Use the button to view the data of the document revision selected in the listing.

 

History

Allows viewing the history of users who added comments to the document. Text comments can be also viewed through Security Comments section, of the document data screen to which the electronic files belong.