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Publish a Revision of an Existing File

This article will explain how to publish a revision of an existing file on Asite.

Updated this week

Conditions Required to Publish a File Revision

Before a revision can be published, the following system and permission conditions must be satisfied:

Condition

Requirement

File Access

The user must have direct access to the file being updated.

Folder Permissions

The user must have one of the following permission levels on the folder that contains the file:

  • Publish

  • Publish & Link

  • Admin

[NOTE: Folder permissions defined at the Default or Role level can be overridden].

File Status

The file must be active within its project folder.

Activity Lock

The file must not have an activity lock on Revision Upload.

Checkout Status

The file must not be checked out.

Workflow/ Task State

The file must not be associated with an active workflow or system task that prevents revision publishing.

File Links

Revisions cannot be published to a static or dynamic file link, as these are already linked to another project folder.

How Do I Publish a File Revision?

Find the project and destination folder that contain the current version of the file you want to update.

Method 1: Upload Files via the Files Tab

  1. From within the Files tab, click the Upload dropdown (top right) and select Files.

  2. A pop-up window will appear allowing you to select files for publishing.

  3. Select the file revision to be published by clicking Select Files (bottom left) or drag and drop it into the Drag Files Here area.

  4. Click Upload to upload the selected file(s).

Method 2: Upload via Right-Click

  1. Right-click on the file you want to publish a new revision for.

  2. Select New > Revision.

  3. Choose the file revision from your local or network drive.

Naming the File Revision

When publishing a file revision, two scenarios can occur:

  • The revised file has the same name as the previous revision

  • The revised file has a different name from the previous revision.

Scenario 1 -The revised file holds the same name as the previous revision

  • In this case, users can choose to:

    • Publish as a New Revision: publishes the file as a new revision of the existing document it matches by name.

    • Publish as a New Document: publishes the file as a separate, standalone document.

  • Regardless of the selection made, a pop-up will appear prompting users to complete the required file details (as defined by the folder's custom attributes).

TIP: To learn how to publish files with attribute details, click here.

Scenario 2 - The revised file has a different name from the previous revision

  • If the uploaded file name does not match the existing revision, the Doc Ref can be populated in two ways:

    • Automatically, when selecting related field attributes, or

    • Manually, by clicking the Select Existing Doc Ref

      icon beside the Doc Ref field to select an existing document reference from the list of files in that folder.

File Distribution and Assigning Tasks

  • Users can distribute the published file revision to other users or roles and assign related tasks. For detailed steps, see Distributing Files When Publishing.

  • If publishing an updated revision of a file that was previously distributed:

    1. Click the Distributeicon (top right of the Upload pop-up).

    2. The To field will open, allowing you to add recipients.

    3. Click the Copy icon next to the To field to automatically populate it with users or roles who received the previous revision.

    4. Click Upload once all details are confirmed.

Check: FAQs

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