About automatic publishing of documents

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About automatic publishing of documents

By default, files attached to business processes are placed in the Unpublished Documents folder in the Document Manager. A Publish Path data element can be designed in business processes in Primavera uDesigner to specify the automatic publishing of documents to a specified path and override the default. For document-type business processes With Folder Structure, the designer can specify that a configured folder path be appended to the folder structure. This appended path is based on the path configured in the uuu_dm_publish_path data element on the business process form, and the selection of the Append Line Items Folder Structure to AutoPublish Path option, which is documented in the Primavera uDesigner User Guide.

The automatic document publication folder path is built based on the values of data elements specified in the path defined in the data element uuu_dm_publish_path (Publish Path) in Primavera uDesigner. To help you understand why automatic publishing does or does not occur and the results of automatic publication, these are the rules for the automatic publication of documents:

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The data element uuu_dm_ publish _path is used in business process design to specify the folder path into which the file should be published in the Document Manager. This applies to Company, project, or shell business processes. A formula is configured to define the value of the path to use when automatically publishing documents.

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In order to use the automatic publishing feature, you must know (from your Administrator) which data elements comprise the publish path that will populate the Publish Path field. The values in this field are used to create and populate the folders in the Document Manager with the business process attachment.

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If you do not have permissions granted to upload documents to the Document Manager, then the file is placed in the Unpublished Documents folder.

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If there is no folder defined or the path is invalid then the file will be placed in the Unpublished Documents folder.

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If the folder specified in the defined path does not exist in the Document Manager as defined by the data element uuu_dm_publish_path (Publish Path) in Primavera uDesigner, then it should be created automatically and inherit rights from the parent folder, (if you have permission to create folders), otherwise the file will be placed in the Unpublished Documents folder.

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If file already exists in target file, then the file shall be published as a revision.

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When a document is automatically published for the first time, any related comments are published with the document.

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The owner of the automatically published document is the owner of the business process that published it.

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The folders created and used for automatic publication are based on the values of the data elements specified in the uuu_dm_publish_path data element (Publish Path). For example, if the publication path contains the data elements State and City, and the values for those data elements are Iowa and Rapid City, the folder structure will be Documents/Iowa/Rapid City.

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The publication path displays in the Publish Path data element on the business process form. If the path is shown as /, the documents will publish to the Documents folder. Usually, when the / to shows in the Publish Path field, this indicates that you have no values in the fields for the data elements configured as the publication path. Be sure that you have values in the fields that are part of the publication path.

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If a business process has a publication path configured on the upper form, and another on a line item, and the path on the line item is invalid, the attachment will be published to the path designated on the upper form. If the paths on the line item and the upper form are both invalid, the attachment is published to the Unpublished Documents folder. The exception is that in a non-workflow business process, if the publication path configured on the line item is invalid, the attached document is not published in any folder.

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