When the document is updated, has the "Notify user when controlled copy is updated" setting enabled in the document's registration, and there are distributed copies in locations, it is necessary for these obsolete copies to be updated according to the new revision.
In this way, the Documents module has the functionality to remind the person who printed the copies or the person responsible for the distribution location that it is necessary to discard the obsolete copies and print new ones.
NOTE: The copy control of the Documents module allows for controlling the copies that are present in the physical area, so whenever a new controlled copy is generated, it is necessary to discard the obsolete copies of the previous revision, so that your company's employees always use the most recent revision of the document. The Documents module does not store a history of the copies.
Well then, on the document's details screen, it is possible to know how many copies were made, to which location it was printed, to whom it was delivered, and who did the printing, as the image below illustrates.
As I commented above, the system will generate a pending task for the person who printed the previous copies so that they are updated and the company's activities are done according to the new definitions. In this way, as soon as the document is published, the person responsible for the printing will receive a notice in their email regarding the pending task in the system.
Upon accessing the system, the pending task can be located on the Tasks screen, Request tab, as the image below illustrates. The system will show the status of the pending task, the document name, responsible person, organizational unit, process, and also the deadline for the pending task. By default, it is 7 days after the document's publication.
When clicking on the pending task, the system will open the screen below, on which the user must select who the copy will be for and the quantity to be printed. To finish, simply click Update, and the system will generate the file to be printed. If the copy is no longer necessary, simply click Discard, and the system will waive the update of the printed copy at that location.
