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Republishing DM Document from BP Record

When a BP type lets you select Republish if Publish Path is different from current location (Move or Copy), then:

Note: This option is not available for the Text-type BPs (since these types of BPs do not support attachments) and RFB BPs bidder upper action form.

You can change the Publish option (in the Publish to Document Manager section) in the BP record in any attachment that you add from the Document Manager (DM).

When you select the Publish option, then you can Move, or Copy, the attachment to a location (publish path as captured in the uuu_dm_publish_path). You can check Automatically select all existing Record and Line Item Attachments for Republish. The user can also Select all or deselect all attachments by checking or unchecking the check box in the column heading of the attachments grid.

If the uuu_dm_publish_path is the same as the current location of the file in DM, then the file in DM stays as is, and there will be no revision or republish.

If the uuu_dm_publish_path is different from the current location of file in DM, then:

• If the Move option has been selected (in uDesigner), the file (with all its revisions) can be moved from the original DM location to the new uuu_dm_publish_path. This type of move is the same as a manual move of a file from one location to another location in DM, and it is captured in the Audit Log. Furthermore, the BP record assignee (the user who initiated the move action) is also captured in the Audit Log.
• If the BP step assignee does not have Add Folder or Add Documents permission, then if the BP step assignee:
  • Selects Send or Finish Editing, the system displays the following alert:

  The following attachment(s) cannot be moved to <label of DE uuu_dm_publish_path> as you do not have permissions:

  <File 1 Name>

  <File 2 Name>

  ...

  Do you want to proceed?

  If the answer is Yes, the record is sent to the next step or finish edit without moving the file.

  If the answer is No, the record is not moved to next step or finish edit, and the record stays at the current step giving the BP step assignee a chance to change the publish path or take other action.

  Note: If the source file is locked or checked out, then the source file remains in the same state, at the destination after the move.

• If the Copy option has been selected (in uDesigner), the latest revision of the file (from the original DM location) is copied into the uuu_dm_publish_path. The new copied file, at a new DM location, is linked to the BP record. The original file (with all its revisions) remains in the original DM location, as is, and it is not linked to the BP record.
• If the BP step assignee does not have Add Folder or Add Documents permission, then if the BP step assignee:
  • Selects Send or Finish Editing, the system displays the following alert:

  The following attachment(s) cannot be copied to <label of DE uuu_dm_publish_path> as you do not have permissions:

  <File 1 Name>

  <File 2 Name>

  ...

  Do you want to copy these attachment(s) to Unpublished Documents?

  If the answer is Cancel, then the record stays at the current step.

  If the answer is Skip, then the file (or files) will not be copied and stay as is. The original file shows as an attachment and linked to the BP record. The record can be moved to the next step or finish edit.

  If the answer is Copy, then the file (or files) will be copied to the Unpublished Documents for the project/shell. This new file in the Unpublished Documents is linked to the BP record. The original file stays as is, and it is not linked to the BP record. The record can be moved to the next step or finish edit.

For both the Move and Copy option, if the destination location already has a file with the same name as the file that is being moved or copied, then the existing file will be revised with the new file from the BP. And if:

• The same name file in the destination is already checked out, the system revises the checked-out file with new file from BP and leaves this new file as checked out in the new location.
• The same name file in destination is locked, the system revises the locked file and the newly revised file will be locked (same as if a user revises a locked DM file attached to a BP record).
• The source file is in a checked out, or locked state, and at the destination the same name file is also checked out or locked, then the destination file state remains (the final file at destination location shows as locked or checked out based on its previous state in same location). In these scenarios (when destination location has a file with same name), the permission to revise the destination file has to be selected.

If the user has the permission:

• In the case of Move, the source file revises the destination file with all its revisions. As a result, if source file has two revisions, and the destination file has three revisions, then the final file in destination location after the move will have five revisions (two revisions from source file added on top of the three revisions in destination file).
• In the case of Copy, only the latest revision of the source file revises the destination file.

If the user does not have the permission:

• In the case of move, if Send or Submit is selected, the system displays the following alert:

  The following attachment(s) cannot be moved to <label of DE uuu_dm_publish_path> as you do not have permissions:

  <File 1 Name>

  <File 2 Name>

  ...

  Do you want to proceed?

• In the case of Copy, if Send or Submit is selected, the system displays the following alert:

  The following attachment(s) cannot be copied to <label of DE uuu_dm_publish_path> as you do not have permissions:

  <File 1 Name>

  <File 2 Name>

  ...

  Do you want to copy these attachment(s) to Unpublished Documents?

If the uuu_dm_publish_path is blank, then:

• If the republish option as Move is selected, the file stays at the original location, and the file will not be moved to Unpublished documents.
• If the republish option as Copy is selected, the latest revision of that file is copied into the Unpublished Documents.

  Note: The above scenarios apply to both Upper Forms and Detail form attachments of a BP record.

When a BP record moves from one step to the next (in uDesigner the Publish Path is different from current location option is selected):

• If the next step form has the option Publish Path is different from current location checked, the same process occurs (as stated above). If you select Publish for an already published attachment again, that attachment will be published to the uuu_dm_publish_path again.

  Note: This is the same as when the destination already has a file with same name as the one being published is triggered (as stated above).

• If the next step form does not have the option Publish Path is different from current location checked, the same process occurs as for attachments from DM on a BP record.

  Note: If you add any attachment to the BP record from the DM, the attachment moves into the Published Attachments group, on the log. If you add an attachment from a local area, then the attachment moves into the Unpublished Attachments group. As the unpublished attachments get published to the DM (upon clicking Submit or routing the record to next step), those attachments move into the Published group.

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Last Published Monday, August 28, 2023