Releasing and publishing a document

1. The steps are slightly different if you are using Objective Director or not.

   If you have Objective Director is installed and configured correctly on your computer

   When you save and close your Microsoft Office document, the Release from edit dialog box automatically opens.

   If you are not using Objective Director

   1. When you save and close your Microsoft Word document, the document is saved to your Downloads folder.
   2. In Objective ECM, select Release from edit for the document either from its Details page, expanded card or for the document card.
   3. On the Release from edit dialog box, choose Select to browse and highlight the document in your Downloads folder, then Open.
   4. If you saved the local document as a different name, you will be prompted to verify it. Select Yes to continue.
2. You can optionally enter a reason for the new version or edit the reason you entered when you first started editing.

3. Set your publishing options.

   1. To release the document as a published version, tick the Immediately publish checkbox.
   2. To identify the version as a record in your organisation, tick the Set corporate value checkbox. For more information on corporate value, see Adding and removing corporate value.

   If you do not choose a publishing option, the document version is added to Objective ECM as a draft.

4. Select Release.

   When the document is successfully released, confirmation is displayed in the Release from edit dialog box.

   Select Keep in edit or (Cancel) on the Release from edit dialog box before the document is released, if you decide not to continue releasing the document. This will keep the document in the edit state and close the Release from edit dialog box.

   If Objective Director is unavailable, the latest changes are stored as a copy in your local cache and the document is kept locked in the edit state for you to keep making changes or to release it at a later stage.

5. Close the Release from edit dialog box.

When a document has been closed and either Keep in edit or (Cancel) was selected, or Objective Director was not available, documents will remain in the edit state until they’re released. A copy of the document is retained in a dedicated local cache folder. This document can be released as the latest version.

1. In Objective ECM, go to the document that is still in the edit state.

   Tip:  If you cannot easily find the document, select Dashboard on the menu bar and find the document in the Documents being edited list.

2. Expand the document card and select Release from edit.

   Or select for the document then Release from edit.

   Or select Release from edit from the document’s Details page.

If you are not using Objective Director

You will need to locate the local copy of the document which will be the new version. The document will normally be in your Downloads folder. Choose Select on the Release from edit dialog box and browse to then highlight the local document, then select Open.

If you are using Objective Director

The Release from edit dialog box displays without the Select field. So the previous step is not required.

3. If your edited document has a different name to the document that is already in Objective ECM, tick the The selected document name is different. Is this correct? checkbox.
4. Enter an optional reason for editing the document or edit the reason you entered when you first started editing.

5. Set your publishing options.

   1. To release the document as a published version, tick the Immediately publish checkbox.
   2. To identify the version as a record in your organisation, tick the Set corporate value checkbox. For more information on corporate value, see Adding and removing corporate value.

   If you do not choose a publishing option, the document version is added to Objective ECM as a draft.

6. Select Release.

   When the document is successfully released, confirmation is displayed in the Release from edit dialog box.

   Select Keep in edit or (Cancel) on the Release from edit dialog box before the document is released, if you decide not to continue releasing the document. This will keep the document in the edit state and close the Release from edit dialog box.

   If Objective Director is unavailable, the latest changes are stored as a copy in your local cache and the document is kept locked in the edit state for you to keep making changes or to release it at a later stage.

7. Close the Release from edit dialog box.

1. Drag a document that you have finished editing and saved to your local drive and drop it onto the document’s card in the Content pane or on the Summary section of its Details page.
2. Complete the Release from edit dialog box details.