Revising Documents

To revise a document, you replace the current version with a new one that you upload from your local machine or that you save if you are using Microsoft 365. The new file does not need to have the same file name as the original. This is also how you populate an empty document in the system with the completed document from your local machine or from Microsoft 365.

The newest version of a document is available in the project/shell Documents log. Earlier versions are accessible on the Revisions tab. When a document is revised, the file itself is never changed. It remains untouched. Each version is maintained separately.

The procedures for uploading revisions are the same as for uploading files.

Notes:

You can help control revisions by locking documents or checking them out prior to revising. If you have locked the file, you must unlock it before proceeding. If you have checked it out, you can revise it by checking it in, or cancel the check out before proceeding.
If you are using the co-authoring feature of Microsoft 365 and you want to update a document, make sure that the document supports co-authoring and that the co-authors have permission to access and edit the applicable document. For more information, see your Microsoft documentation.

To revise a document using the Revise function:

Do one of the following:
- If you are revising a file with a new version with the same file name, proceed to the next step.
- If the revised file has a different name, select the document in the Documents log, click the Properties button and select the Options tab. Be sure the Revisions must have the same file name check box is not selected.
Select the document in the Documents log.
From the Actions menu, select Edit, and then select Revise.
Do one of the following:
- If you are not using Microsoft 365:
  1. In the Upload dialog box, drag and drop the revised file to the dialog box or use the Browse option to locate and select the file.
  2. Click Upload to bring the revised file into the Document Manager.
- If you are using Microsoft 365:
  1. Click Edit.
  2. If there is more than one user updating the same document, verify that all instances are participating in the same co-authoring session.
    Whenever you invoke the Edit action on a Microsoft 365-supported document, a new revision is created. When another user joins the co-authoring session while your session is active, changes from both users are saved in the same revision of the document.
The publication number (Pub. No.) of the file increases by one for each revision uploaded. For example, the first time you upload a document, the publication number is 1. If you revise it, the publication number becomes 2, and so on.

To revise a document automatically upon uploading:

Follow the procedure for uploading documents.
In the Upload window, select the Revise automatically if file with same name exists option.
If you are uploading a file that has the same file name as a document that exists in the Document Manager target folder, that document will automatically be revised to the newly uploaded version.

To learn more about comparing two versions of a document and file attachments, see the Unifier Business Processes User Guide.

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