Revision Reviews And Publishing
Roles: Reviewer, Admin Plans: Starter, Pro, Advanced, Enterprise
- How revision reviews work and which tools the EnduraDocs Manager provides for that.
- How reviewing and publishing promote the revision in the workflow.
- Which user roles and revision states are requisite for approving and publishing revisions.
Reviewing and publishing tasks promote a finalized revision in the revision workflow. The review ensures that a revision is correct and complete before it is published. At the end of this process, the revision is first approved and then published, making its assigned documentation files accessible to the operating personnel in the Documentation Portal and EnduraDocs Viewer.
Revision Workflow
The revision workflow describes the progression of a revision from its
creation to its publishing, with all the states and transitions it undergoes. The state
of newly created revisions is Draft. Once an Editor finalizes a revision 
, its state is promoted to
Review. Users with at least a Reviewer role
can either reject 
the
revision to demote its state and the product state to Draft, or
approve the revision 
to
promote its state and the product state to Approved. Once a Reviewer or Admin publishes an approved revision
, it's state and the
product state are promoted to Processing while its documentation files
are uploaded. Once the upload is completed, the revision and product state are
automatically promoted to Online.
Revision Review
- Each
InformationUnit has a documentation file assigned to it or a language link. - All documentation files and language links are assigned correctly.
- All InformationUnits have the correct confidentiality level assigned.
InformationUnits: - Reject the Revision
- If you find any errors or the revision is incomplete. This demotes the revision state to Draft. This indicates that it is incomplete or contains incorrect documentation files. Rejecting a revision is requisite for further editing the revision.
- Approve the Revision
- If all InformationUnits of the revision are set up correctly and have the correct documentation
files assigned. This promotes the revision state to Approved. This
indicates it is complete and correct. Approving a revision is the last step of the
revision review and the requisite for publishing the revision.
Review Tools
The EnduraDocs Manager provides a number of tools to sort your InformationUnits and identify missing documentation files.
- Group InformationUnit
- Sorts the existing Document and other InformationUnits into folders by component or DocumentType, respectively. This allows you to navigate revisions with many InformationUnits easily. You can use both group buttons in parallel. Then the InformationUnits are sorted with the metadata matching the second group button you clicked to
subfolders.
- Missing PDF Toggle
- Hides all completed InformationUnits. This allows you to focus on which documentation files are missing and
assign files more effectively.
- Inspect Button
- Opens the matching documentation file when clicked. This allows you to check
that the correct file was assigned to the InformationUnit.
Publishing Revisions
When you publish a revision, all its assigned documentation files are uploaded into the cloud, and the revision state is promoted to Processing. Once the upload is completed, the operating personnel can access the documentation files in the EnduraDocs Viewer and Documentation Portal. Now the revision can no longer be edited or demoted. If you find an error in a published revision, you must create a new revision to correct it.