Document Control Software

Document Control Software:
Creating and Distributing a New Document

 This final step of the Document Change Request (DCR) process is to release the approved version on the new document and move the older revision to the obsolete directory. To get the process started click on the Create and Distribute New Document Icon on the main navigator. Select the new document that you wish to release. This brings us to the release new document screen as shown.
distribute new document
In most cases the distribution list will already be created for the document being released. If it is not or you need to make changes to it, click on the Modify Distribution List… button.
To release the document, click on the 'Approve and Release…' button. A dialog will come forward asking you if you are really ready to release the document. The dialog is to ensure that you have made all the appropriate changes to the draft copy, because this draft copy will now become the new released version. If the document is confirmed to be ready for release, the release screen will now come forward.
release document
Now let's briefly discuss the fields present here:
  • Document Name/Number: Note that you can change the document name/number if you want to.
  • Released Revision/Old Revision: Shown is the old released revision for the current document. You have to type in manually the new revision for this document. Since companies have so many different revision numbering methods, we decided to leave this manual.
  • Document Title: Again, if you need to, you can change the title for the document being released.
  • Release Date: Defaults to today's date, but is adjustable.
  • Enter New Document File Name: This defaults to the currently released document's filename.
  • Education Required for New Release: Check this box if you need to track that the employees on the distribution list have 'Read and Understood' the newly released document.
Now behind the scenes here is what happens next:
  • The currently release document file is moved to the obsolete directory.
  • The draft document is moved (with any name changes) to the released directory.
  • All of the document information entered on the save screen is written the main document database to be reflected on any new master list that is printed out.
Finally, an email is sent to everyone on the distribution list informing them that a new revision has been released.

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