Recording document revision details

This page allows you to record the document revision details. Tell me more.

Select the “Register Document Revision” link under the “Library Operations” business component.

The “Record Document Revision Information” page appears.

The system displays the following:

Date Format

The format in which the date field is displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

Enter the following fields in the “Search Criteria” group box to search for a document. Data entry in the following fields is optional:

Library #	Use the drop-down list box to select the library whose document revision details are to be recorded. The system lists all the active library codes that are defined in the “Maintain Library Information” activity of the “Library” business component. Leave this field blank if you wish to retrieve the documents irrespective of the library code. The system leaves this field blank by default.
Library Name	The name of the library (Alphanumeric, 50). You can enter the library name in full or specify it partially using the “*” character. The system retrieves all the documents associated to the library name entered here.
Document #	The number identifying the document whose revision details are to be recorded (Alphanumeric, 40). You can enter the document number in full or specify it partially using the “*” character. The system retrieves all the documents with the document number specified here.
Revision #	The revision number of the document (Alphanumeric, 40). You can enter the revision number in full or specify it partially using the “*” character. The system retrieves all the documents with the revision number specified here.

Click the hyperlinked revision number to view the document details of the selected revision.

Document Title	The name of the document (Alphanumeric, 150). You can enter the document title in full or specify it partially using the “*” character. The system retrieves all the documents with the document title specified here.
Document Type	Use the drop-down list box to specify the document type. The system lists all the active document types with “Maintained In Library?” field set as “Yes”, as defined in the “Create Reference Document Type” activity of the “Common Masters” business component. Leave this field blank if you wish to retrieve the documents irrespective of the document type. The system leaves this field blank by default.
Ref. Doc Details	The details pertaining to the reference document (Alphanumeric, 40). You can enter the reference document details in full or specify it partially using the “*” character. The system retrieves all the documents associated to the reference document details specified here.
Search Element	Use the drop-down list box to specify the search element based on which the document is searched. The system lists all the system defined quick codes types as defined in the “Maintain Quick Codes” activity of the “Library” business component. Leave this field blank if you wish to retrieve the documents irrespective of the search element. The system leaves this field blank by default.
	In the drop-down list box provided alongside, the system lists all the quick codes defined in the “Maintain Quick Codes” activity of the “Library” business component. These quick codes are listed, based on the quick code type selected in the first drop-down list box for “Search Element”. The system leaves this field blank by default.
Publisher	The code of the publisher (Alphanumeric, 45). You can enter the publisher name in full or specify it partially using the “*” character. The system retrieves all the documents associated to the publisher specified here.
Search by Key Words	Use the drop-down list box to specify the keyword based on which the document is searched. The system lists the following options: “Key Word 1” – Select this option if you wish to search the document based on the first key word. “Key Word 2” – Select this option if you wish to search the document based on the second key word. “Key Word 3” – Select this option if you wish to search the document based on the third key word. These Keywords for any document are saved under the ‘Other Details’ tab page of the ‘Maintain Document Information’ page. Leave this field blank if you wish to retrieve the documents without any keyword specific search criteria . The system leaves this field blank by default.
	In the box provided alongside, you must enter the keyword based on the option selected in the “Search by: Key Words” drop-down list box.
Received Date: From / To	The starting / ending date in the range of dates during which the document is received. The system retrieves all the documents received in the library between the range of dates specified here.
Revision Due Date: From / To	The starting / ending date in the range of dates during which the revision of the document is due. The system retrieves all the documents whose revision due date falls between the range of dates entered here.

Click the “Search” pushbutton to display the search results.

Note: The system retrieves only those documents that have active revision numbers.

The system displays the following fields in the “Search Results” multiline:

Document #	The number identifying the document.
Revision #	The revision number of the document.

Modify the following field in the “Search Results” multiline, if required:

Document Title

The name of the document (Alphanumeric, 150). Mandatory.

The system displays the following fields:

Document Type	The type of the document.
Revision Due Date	The date on which the existing revision is to be revised. It is fetched from the ‘Revision Details/Policy’ tab page of the ‘Maintain Document Information’ page.

Enter the following fields:

No. Of Copies	The total number of copies received, of the document being registered (Integer). Mandatory.
New Revision #	The new revision number of the document (Alphanumeric, 40). Mandatory.
New Revision Status	Use the drop-down list box to specify the status of the newly revised document. The system lists the following: “Fresh” – Select this option if the newly revised document is yet to be approved for distribution. “Active” – Select this option if the newly revised document has all its mandatory details recorded, and the number of copies received is greater than the number of members in the distribution list associated with it. The system sets this field to “Fresh” by default.
New Revision Date	The date on which the document is currently revised (Date Format). Mandatory. The date entered here must be earlier than the current system date. This is the published date for the new revision being registered.
Receipt Date	The date on which the newly revised document is received (Date Format). Mandatory. The date entered here must be earlier than the current system date and later than the new revision date.
Receipt Time	The time at which the newly revised document is received (Time Format).
Reason For Revision	The reason for revising the document (Alphanumeric, 2000).
Revision Implication	Use the drop-down list box to specify the implication due to the revision of the document. The system lists all the active quick codes of type “Revision Implication”, as defined in the “Maintain Quick Codes” activity of the “Library” business component. By default, the system displays the default value set for the “Revision Implication” quick code type in the “Maintain Quick Codes” activity of the “Library” business component. Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Revision Implication” quick code type in the “Maintain Quick Codes” page of the “Library” business component.
Action On Prev. Revision	Use the drop-down list box to specify the action taken on the previous revision. The system lists the following options: “None” – Select this option if no action needs to be performed on the previous revisions. “Supercede all” – Select this option if all the previous revisions of the document must be superceded by the current revision of the document. “Supercede Prev. Rev.” – Select this option if only the immediate previous revision must be superceded by the current revision. The system leaves this field blank by default.

Note: You can modify the “Action On Prev. Revision”, if the “Action on Revision” field is set as “As Required” (for the base revision number, against which the new revision is being registered), in the “Revision Details/Policy tab page of the “Maintain Document Information” page

Revision Remarks

Any remarks pertaining to the revision of the document (Alphanumeric, 255).

Revision Action Status

Use the drop-down list box to specify the revision action status. The system lists all the active quick codes of type “Revision Action Status”, as defined in the “Maintain Quick Codes” activity of the “Library” business component.

By default, the system displays the default value set for the “Revision Action Status” quick code type in the “Maintain Quick Codes” activity of the “Library” business component.

Data selection in this field is mandatory, if the “Mandatory ?” field is set as “Yes” for the “Revision Action Status” quick code type in the “Maintain Quick Codes” page of the “Library” business component.

Note: Ensure that at least one record is selected in the multiline.

Check the box in the “Select” column of the multiline to delete the record.
Click Delete icon in the toolbar above the multiline to delete the selected document.
Click the “Record Document Revision” pushbutton to record the document revision details.

Note: You can change the status of the new revision document to “Active” only if the following conditions are satisfied:

The total number of copies of the document must be equal to the sum of the copies distributed on permanent basis and returnable basis. (It is maintained in the ‘Record Document Distribution Information’ page).
All the copies must have been returned to the library, if the “Action On Prev. Revision” field is set as “Supercede All” and superceding action to be performed on the existing revisions is “Return to Library”.

The system performs the following:

Updates the current server date as the “Registered Date”, login user name as the “Registered By” and current login OU as the “Registered At”, for the new revision number. Also updates the revised date of the new revision as the “Published Date” for the new revision.
Updates the new revision number as the “Superceding Revision #” for the existing previous revision number, if the “Action On Prev. Revision” field is set as “Supercede Previous Revision”.
Copies all the details of the existing revision number to the new revision number.

Note: The system ensures that the “Document Status”, “No. Of Copies”, “Published Date”, “Receipt Date”, “Receipt Time”, Revision Date”, Next Revision Due On” and the “Revision Action Status” are recorded (if entered) against the new revision number. Also, the system ensures that the partner correspondence details are recorded newly for the new revision number.

Copies the standard distribution list details of the existing revision number to the new revision number.
If the “Action on Revision” is selected as “Supercede Previous Revision” for the new revision number and the “Superceding Action” is selected as “Return to Library”, the system distributes the copies of the new revision. This is provided all the copies of the previous revision, distributed to various members, are in “Returned” status. This information is maintained in the ‘Record Document Distribution’ page.

Status Updation:

If the new revision number is registered against a previous revision number of the same document, and the “Revision Implication” is set as “Supercede Previous Revision”, the system updates the status of the specific previous revision as “Revised”.

If the new revision number is regisitered against the previous revision number and the “Revision Implication” is set as “Supercede All”, the system updates the status of all the previous revisions of this specific document # as “Revised”.

If the new revision number is registered against the previous revision and the “Revision Implication” is set as “None”, the status of all the existing revisions of that document # remain the same.

To proceed, carry out the following:

Select the “Maintain Document Details for New Revision” link at the bottom of the page to maintain the document details for the new revision.
Select the “Maintain Document Distribution Info. for New Revision” link at the bottom of the page, to record the document distribution details for the new revision.

Note: You can launch these pages only for registered documents with status other than “Inactive” or “Obsolete”.

Recording document revision details – An overview

This page allows you to record the document revision details. You can carry out a search based on the library number, library name, document number, revision number, reference document details, search element, publisher, key words, received date and revision date.

This page facilitates the user to register the new revision of existing documents, the number of copies of the new revision registered and new revision date. You can also record the revision implications, reason for revision, revision remarks and revision action status in this page.