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7 Manage Product and Service Data: Manage Product Revisions and Versions

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This chapter contains the following:

Revisions and Versions: Explained

FAQs for Manage Product Revisions and Versions

Revisions and Versions: Explained

An item can be revised based on item definition changes. A revision will always be created for an item, whether the item is revision-tracked or not. Generally, if there is a change in form, fit, and function for an item, then a new revision is created. For all other kinds of changes, you create a new version. An item revision can have several versions. Item versioning enables you to make changes to an item and track those changes as a separate version, without having to change the revision of the item. Organizations may decide to create either new items or new revisions to capture major changes that affect the form, fit and function of an item.

In the case of version enabled items, changes are captured by creating new item versions for minor item changes. For major item changes you can introduce a new revision and create versions on the newly created revision.

In the case of non-version enabled items, revision level changes are captured using revision level attributes and by creating new revisions.

Minor product changes should be captured using versions to avoid the proliferation of items and revisions. Versioning an item and creating a new item request are independent of each other. Versions can be added to a new item request and routed for approval if there is a business need.

FAQs for Manage Product Revisions and Versions

How can I create a new revision?

You create new revisions from the Manage Revisions dialog box. Revisions can also be created by a change order.

How can I lock a revision?

You cannot lock the revision, you lock the draft of the revision. Since only one draft can exist on a revision, effectively you are locking the revision.

What's the difference between locking and not locking a draft version?

If you lock a draft of a version, others will not be able to overwrite your work.

If you choose not to lock the draft of a version, others can be working on the same draft, at the same time, and the last person to save will overwrite the previous work.

How can I cancel a revision?

You cannot cancel a revision, but you can cancel or revert a version. Revisions can also be end-dated.

What is structure versioning?

Structure changes are version controlled. For version enabled items, a new version must be released to either create a new structure or to make changes to an existing structure. This includes component, substitute, and reference designators changes.

Only date effective structures are supported for version enabled items.

Common structures that can be edited, such as common structures with Allow Attribute Updates flag set to Yes are not supported for version enabled items.

Component start and end dates cannot be managed for a version enabled item structure. The component start and end dates are same as version start and end dates.

How can I compare versions?

You are able to compare any version of any item to any version of the same item from any revision.

For example:

  • Compare current item version with a past or future version

  • Compare a draft version with any other version

  • Compare draft version with version pending approval

Version comparison cannot be done between two versions of the same item, if the item class is different for the two versions to be compared.

Revision comparison is not allowed for non-versioned items from the details table. Revision comparison is possible from the master table.

Only two versions can be compared at a time.

How can I overlay versions?

You provide a Planned Effective Date before opening the draft in edit mode. Based on the that date, you are presented a view of the item by overlaying future approved versions on the current production versions. You can manually choose to overlay versions pending for approval.

What happens if I cancel a version?

If you cancel a version, the version prior to the canceled version will continue to be effective during effective period of the canceled version.

How can I revert to a previous version?

From the Edit Item page you launch the Revert to Version dialog box. You select a past version and revert to it. You can edit the draft after the revert action is completed.

Note, the revert action is only available until the draft is edited. Once a draft is edited it cannot be reverted.

How can I change an item's status?

You can change an item status by selecting the appropriate item status on the Edit Item page. Based on the status set up, either the status attributes get inherited or defaulted.

This can also be done via Rule. For example, if the attributes lifecycle phase is production, the item status can be changed to active by creating a rule.

How can I demote an item's lifecycle phase?

You change an item's lifecycle phase based on the lifecycle of the item. Phases associated at the item class will be shown and depending on your business process, can be demoted. Changing an item's lifecycle phase also changes not only its lifecyle phase but also all the components present in the item's structure, which based on the structure setup.

How can I promote an item's lifecycle phase?

You can change an item's lifecycle phase based on the lifecycle of the item. Phases associated at the item class will be shown and depending on your business process, can be promoted.

There are business rules associated with these changes. Checks are performed for component's lifecycle phase and prompt an error message if there are incompatibilities.


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