This section covers the following:
Assigning Access Rights to a Document
You must be an administrator or have full access rights assigned to the document.
To assign access rights to a document, follow these steps:
Right-click on the document in the document list for which you want to assign access rights.
Left-click on "Manage" > "Change Access Rights…" in the context menu.
Creating a New Version of a Document
Right-click on the document in the document list for which you want to create a new version.
Left-click on "Create New Version" in the context menu.
Click the Close button.
A new version of a document CANNOT be created if
the document is finalized
the document is locked (permanently or for editing)
the document is marked for deletion
the logged-in user only has read access to the document.
A new version can also be created for an older version.
Example
A typo is found in a signed file in TIFF format. The previous version of the document is saved in Word format. Since TIFF content cannot be edited in STP Documents, a new version must be created from the unsigned previous version, corrected, re-signed, and saved as a file in TIFF format.
Importing a Locally Stored Document as a New Version of an Existing Document in STP Documents
This guide assumes the following:
A version of the document is archived in STP Documents.
A more recent version of the document is stored in the Windows directory structure.
The locally stored document is not open in an application.
Only one document is selected in the document list.
The logged-in user must be an administrator or have the Edit access right assigned.
The document must have the status "Permanently Locked" assigned.
To import a locally stored document as a new version of an existing document in STP Documents, follow these steps:
Right-click on the document in the document list for which you want to create a new version.
Click on "Lock" in the context menu.
Reopen the context menu for the document and left-click on "Adopt Local Version…"
Click the (Add File) button.
Select the file you want to import as a new version.
Confirm your document selection by clicking the Open button.
-
The Create New Version checkbox is enabled by default. The document will be stored as a new version in STP Documents. The current version in STP Documents will remain unchanged.
If you disable the checkbox, the document will not be adopted as a new version in STP Documents, but the current version in STP Documents will be overwritten.
-
The Keep Lock checkbox is disabled by default. After adopting the new version, the document will revert to "Active" status.
If you enable the checkbox, the document will retain the "Permanently Locked" status.
Select the Keep Local Version option if needed.
The Delete Document from Original Directory checkbox is disabled by default. The file will remain in your computer's file system and will not be deleted. Checking the box will do the opposite.
-
Click the Adopt button.
A new version of the existing document has been created in STP Documents. The version number in the "Version" column of the document list has been updated.
If you disabled the Create New Version option, the current version in STP Documents will be overwritten. No change will be made in the "Version" column.
If you also enabled the Keep Lock option, the document will remain in "Permanently Locked" status until you unlock it.
If you enabled the Delete Document from Original Directory option, the document was deleted from the original directory.
You will receive the following warning in the "Adopt Local Version" window.
The function is not available for all documents.
The "Error Cause" column shows the reason why this function is not applicable. Update the document list (Key [F6]), correct the document's status if necessary, and try again.
The "Following Documents Cannot Be Edited" section lists the title, ID, and error cause for each document.
Resolve the error cause and try again. Usually, the document was not locked. Open the context menu of the document list and select "Lock" from the selection list.
If multiple documents are affected, create a screenshot of the window by pressing Key Combination [Alt]+[Print] and paste it into a Word document. This way, you have all the information available to resolve the error cause.
Duplicating a Document
Right-click on the document you want to duplicate in the document list.
Left-click on "Duplicate" in the context menu.
Click in the Quantity field and enter the number of copies you want. You can create up to 99 copies.
Check the Copy document data box if you want to copy not just the document but also the document, file, and folder data.
Check the Copy to "My Imports" box to place the duplicated documents in the Personal Workbook > My Imports folder on the desktop.
Check the Update Desktop box to fully refresh the desktop after duplicating.
-
Click the Duplicate button.
The specified number of copies has been placed in the Personal Workbook > My Imports folder. The document data has been transferred, and the desktop has been updated.
Assign a suitable title to each copy immediately. Otherwise, there may be confusion later since all documents receive the same title when duplicated. You should also assign the documents to files, folders, or processes and capture or edit the document data right away.
The My Imports folder can then be emptied using the "Remove All" context menu option on the desktop.
Finalize Document
A finalized document can no longer be opened for editing. However, the file, folder, and document data can still be edited.
Right-click on the document you want to finalize in the document list. Left-click on "Management" > "Finalize" in the context menu.
Confirm the finalization of the document by clicking the Yes button.
Note that the date in the "Modified on" column of the document list does not solely refer to editing. The date in the "Modified on" column is also updated when document data is changed. Therefore, the date in the "Modified on" column may change even after finalization.
Reset Finalization
To reset the finalization of a document, you must have the Document Administrator role assigned. Follow these steps:
Right-click on the document you want to finalize in the document list.
Left-click on "Management" > "Reset Finalization" in the context menu.
Confirm the reset of the document's finalization by clicking the Yes button.
Related to