If you select a document on the documents page or in a library a new window will appear for that document. You will always see the latest revision when opening a document.

The document page can look something like this:

When you first open a document, its right menu might be closed.

You can click on the information button on the bottom right of the document banner to expand this menu.

Here you will see the following menus:

Towards the top of the menu you will see the File info and the Markups tabs.

By default, when you open the right menu, the File info tab will be active.

When you create an annotation in the document preview this menu automatically switches to the markup tab.

This article describes the File info tab.
If you are looking for information about the Markup tab, click here

The document information section can look something like this:

If a document has been scanned and a virus is found you will see its icon change to the virus icon. This can look something like the following:

It is not recommended to download a document revision that is infected.

You will not be able to view the contents of a revision with a virus.

Here you see the name of the document

If a document is not in a naming convention folder it will be possible to click on the pencil icon to edit the document name.

Access required: Write access to the document.​

This is what the fields that can be filled out for the whole document can look like:

Labels

Here existing or new labels can be added.

You can also remove any labels that have been applied to the folder or document.

It can be useful to label folders instead of every single file to make it easier to find specific information in later searches.

If multiple documents and folders are selected you can apply labels to them all at once.

Metadata through custom fields

Metadata fields can be displayed for documents that are created where one of the parent folders is configured through folder configuration in document settings.

The fields can have a default value or be empty.

Access required: Write access to the document to change fields for the document.

This is what the revision actions can look like:

If multiple pdf revisions are present in a document the PDF compare action is displayed.

Click here to read more about pdf compare.

Click the download icon on the top right of the revision menu or download in the hamburger menu next to the download icon to download the current revision.

Access required: Read access to the document

See more about withdrawing revisions here

Access required: Full access to the document

This is what revision information can look like when a document is selected in the documents table:

This is what the revision information menu can look like when the revision preview of a revision is opened:

This is what the revision information menu can look like when the revision preview of a previous revision is opened:

The current revision and the total amount of revisions in the document.

If a document has been scanned and a virus is found you will see its icon change to the virus icon. This can look something like the following:

It is not recommended to download a document revision that is infected.

You will not be able to view the contents of a revision with a virus.

The revision name is the name that the file had on the system when it was first uploaded. This name cannot be changed.​

The person that published the revision and when they published it.

The size of the document

When looking at a previous revision click on show last version to show the latest revision in the document.

Metadata fields can be displayed for revisions that are created where one of the parent folders is configured through folder configuration in document settings.

The fields can have a default value or be empty.

Access required: Write access to the document to change fields for the document.

If only published revisions are used with the status workflow the actions will be the same as without it.

If draft revisions are enabled the action menu can look like this when looking at the revision preview of a draft revision:

Use the download action to download the current draft revision.

This is the only way to download a draft revision.

Access required: Write access to the document is required to see drafts and be able to download them.

Use the publish action to publish the current draft revision.

Access required: Write access to the document

Use the delete action to delete the current draft revision.

Access required: Full access to the document

If the new status workflow with shared revisions instead of draft revisions has been requested to be enabled for a project the revision action menu can look like this:

Use the download action to download the current revision.

Regardless of revision type, revisions can also be downloaded via the revisions menu below.

In the workspace tab of the documents table the last shared revision in the document is downloaded via the existing element action.

In the published tab of the documents table the last published revision in the document is downloaded via the existing element action.

Access required: Read access to the document and view shared revisions checkbox checked.

Use the publish action to publish the current shared revision.

Access required: Can publish checkbox checked

See more about withdrawing revisions here

Access required: Full access to the document

If multiple pdf revisions in a document are present, regardless of their revision type, the PDF compare action is displayed.

Click here to read more about pdf compare.

Documents uploaded to a folder for which a naming convention is configured in the folder configuration in document settings will show the naming cenvention preview.

This is what the naming convention preview can look like when hovering a text block:

This is what the naming convention preview can look like when hovering a custom field block:

Here you will see a visual representation of what the naming suggestion expects revisions uploaded to this document to be called.

Hover over a block to see what it is based on.

From here you can open the custom field for each block and see what values are required.

Folders with activated naming conventions display fields for each naming convention block. The fields are automatically filled out by recognizing parts of the filename.

Only configured custom fields for the folder can be altered as naming convention fields have to keep following the filename.

In the image below arrows point from the each naming covention block to its part in the revision name that the uploaded file had.

Red - Blocks with document identifier enabled

Green - Blocks with document identifier disabled

Based on what is recognized in the document name a field is filled out.

Fields for blocks where the document identifier is enabled are displayed in the document information shown below with red arrows.

Fields for blocks where the document identifier is disabled are displayed in the revision information shown below with green arrows.

This is what the revision information can look like when a document is selected in the documents table after activating the status workflow.

The status that is displayed is the status of the latest published revision.

Click on the status dropdown to change the status to a different status in the list of published statuses configured in document settings.

Access required: write access to the document.

If a draft revision is uploaded to the document after the last published revision this is what the revision information can look like when a document is selected in the documents table.

A hint about there being new drafts is displayed.

The rest of the information still relates to the latest published revision.

what the revision information can look like when the revision preview of a draft is opened.

​Show last revision

Open the revision preview of the latest published revision in the document regardless of if there are newer draft revisions or not.

New approval request
​Create a new approval request for this draft revision.

Approval card

If a draft is part of an approval the approval card for each approval that the draft is part of is displayed here:

Click here to read more about what is displayed on an approval card.

Status

The status that is displayed is the status of the current draft revision.

Click on the status dropdown to change the status to a different status in the list of draft statuses configured in document settings.

Access required: write access to the document.

In projects where the new aproval workflow has been requested to be enabled the state of the current revision is displayed with boxes.

This is what the revision information can look like for:

The latest published revision:

Access required: Read access to the document.

A previous published revision:

Access required: Read access to the document.

The latest shared revision of a document:

Access required: Read access to the document and the checkbox for viewing shared revisions checked.

A previous shared revision of a document:

Access required:

Read access to the document

Checkbox for viewing shared revisions checked.

A shared revision that is part of an open or a closed approval request:

Access required:

Read access to the document.

Checkbox for viewing shared revisions checked.

Part of a submitter, reviewer or publisher team for the approval workflow that the revision is part of.

Administrators will not see this box if they are not part of one of the teams involved in the approval as well.

This is what the access control menu can look like:

The last item in the list will be the general access all others have.

This access is write access by default.

Above that any members that have different access from the Others access are listed with the following information:

Towards the right their current access to the document is displayed.

This access is either the highest access they have gotten through one of their teams or specific access that is given to their account.

Click here to read more about access control in the documents section.

The approvals menu is visible for projects where the status workflow is enabled in document settings.

This is what the approvals menu can look like for a published revision where either no approval requests have been made or all approval requests have been closed:

Upload a draft revision to get started with approval requests.

Note that it is only possible to upload draft revisions and thereby create approvals when not all draft statuses are archived in document settings.

This is what the approvals menu can look like for documents where the latest revision is a draft revision and either no approval requests have been made or all approval requests have been closed:

New approval request

Click here to read more about creating a new approval request

In the approvals menu an overview over the requests that have not yet been validated can be seen.

This is what an open approval request can look like when one of the revisions in the document is part of an approval request and the latest revision is still being validated:

Validated latest revision
When a revision is published in a document the latest revision is a published revision.

Published revisions can be created in the following ways:

If the revision was published as a result of an approval, that approval request is closed and is no longer displayed in the approval request overview.

Any number of requests to approve each of the draft revisions in the document can have been made, some of which might still be open.

The approval requests that are still open will continue to be displayed in the approval request overview.

This is what the approval request overview can look like when the lates revision is a published revision.

Whether the latest revision is published or not, a card for each document revision that is part of an approval request that is still open is displayed.

This way the approvals that have not been closed can be reviewed.

Click here to see what is described in an approval card.

If all draft statuses have been archived the approvals menu will still be visible.

It is then still possible to submit new approval requests for drafts that were uploaded prior to the archival of the draft statuses.

Draft revisions that remain in the project can still be published through an approval request but no new draft revisions can be uploaded to be approved.

Even after all approvals are closed this menu will be visible as long as the status workflow is activated.

The approvals menu is visible for all new projects that have requested to start out with the new status workflow as shared statuses are enabled by default.

If no approval workflows have been started and shared statuses are disabled in document settings the approval menu will be hidden.

No started approval workflows

If an approval was made before the shared statuses were disabled in document settings with the new approvals workflow the approvals menu will stay visible after disabling shared statuses.

When shared revisions are disabled:

All new revisions are then published revisions and the approvals menu can look something like this:

If Shared statuses are not disabled with the new status workflow in document settings all uploaded revisions are shared revisions.

Initially, the approvals menu for a shared revision looks similar to the current workflow and can look something like this:

Access required to view shared revisions:

Read access to the document.

Checkbox for viewing shared revisions checked.

New approval request

Click here to read more about creating a new approval request

Approval request overview

With the new validation workflow it is possible to create a draft of an approval workflow. Draft approvals do not show up in the overview.

As soon as an approval workflow has started it is, and stays, displayed in the approval workflow overview.

Any number of requests to approve each of the shared revisions in the document can have been made, some of which might still be open.

This is what the approval overview can look like when one of the revisions in the document is part of an open approval request with the new validation workflow when the latest revision is still being validated:

With the new validation workflow closed approval requests are also displayed.

This is what a closed approval request can look like with the new validation workflow.

Access required for seeing approval cards:

Part of a submitter, reviewer or publisher team for the approval workflow that the revision that is under approval is part of.

Administrators will not see this card if they are not part of one of the teams involved in the approval as well.

Validated latest revision

When a revision is published in a document the latest revision is a published revision.

Published revisions can be created in the following ways with the new status workflow:

Access required: Checkbox for being able to publish the document checked.

Here you will see the different revisions in the document.

The revision menu can look something like this:

With the download button on the right you will be able to download each revision.

If a virus is detected you will see a notification in red text under the revision.

It is not recommended to download a document revision that is infected.

You will not be able to view the contents of a revision with a virus.

Withdrawn revision

Document revisions can only be withdrawn and not deleted.

A withdrawn revision is displayed as being struck through.

The right revision can be downloaded and re-uploaded so it becomes the latest revision again.

Recreating the document

To completely remove the revision download each revision.

Next create a new document and upload each revision in order.

Go to each of the linked topics in the old document and link the new document.

Select the 3D objects linked to the old document and link them to the new document.

Finally delete the old document.

Any connections the document may have had to for example markups will be lost as well as the information about who uploaded the file and when it got uploaded.

Here you can see the history of the document​

If your document is part of any collections, they will be listed here.

Here you can see what objects that are linked to the document

A topic card for each topic that the document has been related to is displayed here.

Click here to read more about what is displayed in a topic card.