Revise Files

A version is an iteration of a document and its meta-data that has been saved to the vault.

A revision is a collection of versions with a common label. This label usually represents a significant milestone in the work done to achieve a desired change. The revision is usually marked with a single character, such as A or B. A revision is created with the Revise command. Revisions can also be automatically generated through a Lifecycle State change.

When a revision is downloaded from a vault, only one version within that revision is used to represent the revision. If lifecycles are not used, then the version is always the latest within that revision.

When using documents that are related to each other, such as an assembly and its referenced components, a relationship is created between the specific revisions of those documents. When an assembly is checked into a vault, the revision of each of its components is recorded so that when that revision is recalled, each related document is retrieved using the recorded revision.

Editing a referenced file without creating a new revision

If a document references other files and those files are edited without bumping the revision, the referencing document will consume the edits. For example:

• Revision A of an assembly references revision B of a part.
• Changes are made to revision B of the part after revision A of the assembly has been checked in.
• The changes to revision B of the part will show in revision A of the assembly when it is next checked out.

Editing a referenced file after creating a new revision

If a document references other files and a new revision is created for one of those files, the referencing document still maintains a relationship with the original revision. For example:

• Revision A of an assembly references revision B of a part.
• A new revision of the part is created and labeled C.
• Edits are made to revision C of the part.
• The changes to revision C of the part will not show in revision A of the assembly when it is next opened from vault.

When a version within a revision is marked as released, it is given priority over newer versions and will represent the revision. This prioritization is known as a released bias and is an option that can be turned off in several of the dialogs.

Released biased is an option in several of the dialogs indicating that released data should take priority over non-released data. This option can be turned off.

The leading version, or tip version, is always the latest version of a file, even if Released Bias is enabled.

The leading revision , or tip revision, is always the latest version of the latest revision of a file, even if Released Bias is enabled.

When used in combination with lifecycles, revisions can be generated automatically after a predefined event occurs. For example, the administrator can configure it so that when a file is moved from a work in progress to review state, the system automatically creates a new revision of the file.

A quick change is an edit made to a file without creating a new revision. Quick changes are invoked by setting a document's state to Quick Change and then modifying the file.

A revision indicates a milestone in the manufacturing process of a file and signifies a point in time in the history of the lifecycle of the file.

When a file is created, an initial revision is created represented by a letter. After that, a revision increments according to the format specified in the assigned revision scheme accessed from the Behaviors tab on the Administration dialog.

The History tab in a file displays all of the revision numbers of the file and its relevant attributes.

Use the Revise command to create a new revision from any historical or latest revision.

NoteThe files must be checked in.

1. From either the main view or the preview pane, select the file.
2. Click Actions >Revise, or click Revise on the document management toolbar. The Revise dialog is displayed with the version from which the file is being revised shown at the top.
3. In the Revise dialog box, select Primary, Secondary, Tertiary, or From user defined property from the Select Next Revision list.
   NoteIf you would like to revise from a file property, you must create a user-defined property (UDP) that points to the file property as the source. Then when you revise, you can select From user-defined properties and select the UDP that you created.
4. Do one of the following:
   • Accept the proposed value from the Revision list.
   • Select another value from the Revision list.
   • Enter a value into the Revision field.
5. Click Include Dependents or Include Parents if you wish to include those files in the revision bump.
6. In the text box at the bottom, select comments from the drop-down list or enter comments about the revision directly into the box.
7. Click OK to perform the revision.

When the Revise command is used on a single file, the folder view shows the file in its vault location. The Uses view has a single root node.

You can revise multiple files from either the main view or the preview pane. When selecting multiple files, the latest version of each file is used as the source for the revision bump.

1. Revise files from either the main view or the preview pane by selecting each file that you want to revise.
   • To select multiple files that are listed consecutively, hold the SHIFT key while clicking the range of files to select.
   • To select multiple files that are not adjacent to each other in the list, hold the CTRL key while selecting each file individually.
   NoteThe files must be checked in.

   In the file relationships view, each file with a check mark is affected. Clear the check box for any file you want to exclude from the revision command.

   Files that are not the leading version of the leading revision will have disabled check boxes.

2. Click Actions > Revise, or select Revise from the document management toolbar.
3. In the Revise dialog box, select Primary, Secondary, Tertiary, or From user defined properties from the Select Next Revision list.
   NoteIf you would like to revise from a file property, you must create a user-defined property (UDP) that points to the file property as the source. Then when you revise, you can select From user derfined properties and select the UDP that you created.
4. Do one of the following:
   • Accept the proposed value from the Revision list.
   • Select another value from the Revision list.
   • Enter a value into the Revision field.
5. Click Include Dependents or Include Parents if you wish to include those files in the revision bump.
6. In the text box at the bottom of the dialog, select a comment from the drop-down list or enter comments directly into the box.
7. Click OK to perform the revision bump.

When the Revise command is used on multiple files, the folder view shows each file in its respective vault location. The Uses and Where Used views show each file with its own root node.

You can revise a file based on an existing revision character associated with a user-defined property.

1. Revise files from either the main view or the preview pane by selecting each file that you want to revise.
   • To select multiple files that are listed consecutively, hold the SHIFT key while clicking the range of files to select.
   • To select multiple files that are not adjacent to each other in the list, hold the CTRL key while selecting each file individually.
   NoteThe file must be checked in.
2. Click Actions > Revise, or click Revise on the document management toolbar.

   In the file relationships view, each file with a check mark is affected. Clear the check box for any file you want to exclude from the revision command.

3. In the Revise dialog box, select <From user defined properties> from the Select next revision list.
   NoteIf you would like to revise from a file property, you must create a user-defined property (UDP) that points to the file property as the source. Then when you revise, you can select From user-defined properties and select the UDP that you created.
4. In the Revision from user defined properties dialog box you can manage from which properties the revision character is extracted and prioritize the order in which they are accessed for the character.
   • Click Add>> to select the user-defined property from which you want to extract the revision character and include it in the Selected Properties Definitions list.
   • Select a property from the Selected Properties Definitions list and then click Remove to exclude the property from the extraction group.
   • Select a property from the Selected Properties Definitions list and then click Move Up or Move down to change the order in which the properties are examined for the revision character.
5. Click Ok.
6. In the text box at the bottom of the dialog, select a comment from the drop-down list or enter comments directly into the box.
7. Click OK to perform the revision bump.

The selected properties are examined for the a revision character to extract and the results for the selected files are displayed in the Revision column on the Revise dialog. If no revision character was found in any of the properties for that file, a null value is displayed.