Folder Permissions and System Requirements
Folder Permissions
Users must have one of the following permissions on the target folder.
Permission | Description |
Publish | Can view existing files and publish new files (including files on placeholders). |
Publish & Link | Can view, publish, and link files (including files on placeholders) across projects. |
Admin | Provides full administrative rights: edit, publish, link, check files in/out, view private files, and apply activity locks. |
System Requirements
Before a revision can be published, the following system conditions must be satisfied:
Requirement | Description |
File Access | The user must have direct access to the file being updated. |
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. |
Publishing a Revised File
To publish an existing revision, the following conditions must be met:
The revision is published in the same folder as the existing version.
The revision has the same file name as the existing version.
The revision is of the same file type as the existing version.
Method 1: Upload Files Via the Files Tab
Select the required Project.
Navigate to the Files tab.
Select the destination folder that contains the current version of the file you want to update.
From within the Files tab, click the Upload dropdown (top right) and select Files.
A pop-up window will appear allowing you to select files for publishing.
Select the file revision to be published by clicking Select Files (bottom left) or drag and drop it into the Drag Files Here area.
Click Upload to upload the selected file(s).
Method 2: Upload via Right-Click
Select the required Project.
Navigate to the Files tab.
Select the destination folder that contains the current version of the file you want to update.
Right-click on the file you want to publish a new revision for.
Select New > Revision.
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:
Click the Distribute
icon (top right of the Upload pop-up).
The To field will open, allowing you to add recipients.
Click the Copy
icon next to the To field to automatically populate it with users or roles who received the previous revision.
Click Upload once all details are confirmed.
Check: FAQs