Publish and revise a document

Publish a document with a workflow

A Document Workflow is used to move a document from a Draft state, to In review as it awaits the approval of a project manager, and finally to Published once approved. This is the default document workflow. However the workflows that define the lifecycle of a document are fully configurable by your tenant administrator. See Document workflows.

To set the workflow for your document:

1. In Upchain, locate the document you want to associate a translation to and select it to open its details pane.

2. In the Details tab, click Edit .

3. Choose the workflow from the drop-down list that you want to use.

4. Click Save .

   A button to begin your chosen workflow shows at the top of the details pane. 

5. Click to start the workflow.

The team member who is assigned the task of reviewing the document receives an email that they have an assigned task. If they deem the document ready for publishing, they may click the appropriate button in the document details pane to publish the document.

About document revisions

Once the document is published, its revision level is incremented based on the document numbering rules configured by your Tenant Administrator.

For example, by default the document revision uses two characters. When you first upload a document, it has a revision level of XX. Once it is published, the revision level is incremented to AA. If you revise and publish the document again, the revision is incremented to AB.

Revise a document

A published document cannot be edited in its published state. If you want to revise a document:

1. Check out the document.

   This downloads a writable copy of the file to your computer where you can make your changes.

2. Check in the document.

The version number increases by one and the new version is in a Draft state. You would need to submit the document to the publishing workflow to publish it again.

Example document lifecycle

An example lifecycle of a document is shown in the following table.