Updating PDF Documents in an Existing Process

Normally, a process definition and all of its elements become unchangeable after they have been enabled. However, business requirements sometimes require a change to the PDF documents within an active process.

One of the method changes the PDF for new assignees who will get the PDF in the future. For example, after many new employees have reviewed an annual PDF policy document, any needed changes for next year should be updated using a new PDF for new assignees only, not affecting the prior completed PDF by new hires. To do so:

• Create a new file-based document and upload the new PDF file.

• Update the Relatred Source for th enew PDF in the task definition.

The other method changes the PDF for all viewers of the PDF, regardless of whether it is assigned in the past, present, or future. For example, a simple spelling mistake or formatting error in the PDF could be safely substituted and would affect all viewers, including past-completed tasks in case they get viewed again later. To do so:

• Open the document and replace the PDF file in the Document properties. This will update the document on all historical, current, and future process instances. This can be done without taking the process off line or duplicating the process.