With Asite, you can publish multiple revisions to any project file you can access.
Pre-requisites:
Apart from the required access or visibility as applicable on the file for which a revision is to be published, you need to have:
Permission as mentioned below, on the project folder in which a revision of an existing file is to be published:
To publish files, 'Publish' or 'Publish & Link' or 'Admin' permission.
Folder permissions defined at the default or the role level can be overridden. Click here for detailed help (See point 4).
Additionally, the below conditions should be satisfied for the file on which a revision is to be published:
The file must be active in the project folder where it is located.
Activity lock status as mentioned below, on the latest active version of the file for which a revision is to be published.
The 'Revision Upload' activity shouldn't be locked.
File checkout status as mentioned below, on the file for which a revision is to be published.
The file shouldn't be checked out.
Limitations:
The file shouldn't have a running workflow or system task that restricts publishing new revisions.
A file revision cannot be published to a static or dynamic file link (as it would already be linked to another project folder).
Below are the steps for publishing a revision of an existing file:
1. First, select the project and destination folder containing the current version of the file on which a revision is to be published.
2. On the file listing area, click the 'Upload' dropdown at the top right and select 'Files' to publish files to Asite.
Alternatively, right-click on the file for which a revision needs to be published and select 'New', then 'Revision'. It lets you choose file revisions from your local network and skip to step 4 below.
3. A popup screen will appear allowing you to select files for publishing.
4. Select the file revision to be published and drag it to the 'Drag Files Here' area or click the 'Select Files' button to browse and select the required files.
There are two possible scenarios when publishing a file revision onto a project folder.
Scenario 1 - If the file selected for publishing has the same name as the previous revision
In such a scenario, the 'Doc Ref' value cannot be changed as the field will become non-editable as shown above. When entering a revision number in such cases, you can mouse over the 'Rev' field and find the revision number of the previous file revision. You can then enter other necessary details and continue uploading the file revision. You can click here for detailed help.
Scenario 2 - If the file selected for publishing has a different name than the previous revision
In such a scenario, you can click the icon to select an existing document reference from a list of files in the selected folder.
Here, you can find and select the file name based on the previously published version, then click the 'Select' button at the bottom to confirm. Next, enter other necessary details on the 'Upload' screen including the revision number, and continue publishing the file revision. Click here for detailed help.
5. Additionally, you can distribute the file revision to other users and assign them tasks. Click here to understand how to distribute a file while publishing it.
If publishing and distributing a new revision for a file previously distributed, you will see an icon opposite the 'To' field. Click the icon to pre-populate the 'To' field with objects/users to whom the revision was shared previously.
To distribute files, click the icon. The 'Upload' window expands and displays a section with 'To' and 'Subject' fields. Click here for detailed help on how to publish files with distribution.
Note:
Selecting a distribution group, a role, or an organization is treated as an object. When pre-populating them in any future case, they will be pre-populated as an entire object and not as individual recipients from the object.
When the project setting 'Enable Object level visibility of private information' is enabled, distributed objects (i.e. Distribution Groups/Roles/Organizations) will be automatically assigned visibility when the file is distributed using the object.
6. Click 'Upload' once done. If any of the selected files for which the 'Revision Upload' activity is locked, a revision won't be published for such files.
Check: FAQs
Next Article: Publish and Distribute a File (in parallel)