Objective
When the document is updated and has the "Notify user when there is a controlled copy update" setting enabled in the document register, and there are distributed copies, it is necessary that these obsolete copies be updated according to the new revision.
Prerequisites
- The "Notify user when there is a controlled copy update" setting must be enabled in the document register.
- The document must have physical copies distributed previously.
- The user must be responsible for printing the previous copies.
Step-by-step
To update the controlled copies, follow the steps below:
- The system will generate a pending task for the person who printed the previous copies so that they can be updated. As soon as the document is published, the person responsible for printing will receive an email notice regarding the pending task in the system.
- Upon accessing the system, the pending task can be located on the Tasks screen, Request tab. By default, the deadline to update the copies is 7 days after the document's publication.
- Upon clicking the pending task, the system will open the copy update screen, where the person responsible for the copy and the quantity to be printed will be defined.
- 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 dismiss the update of the printed copy at the location.
Additional information
The Documents module does not store the file of the printed copies.