6.3 Replacing and revising documents
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6.3.1 Replacing documents
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6.3.2 Creating a new version - revise
6.3.1 Replacing documents
In order to make changes to a document stored in Business Collaborator, you must usually* have an application on your local computer which can interpret the formatting of the type of file you wish to view.
First, download the document to your local machine (as described in section 6.1) and make your changes to it. Then replace the document in Business Collaborator, i.e. upload a document from your local computer and put it in place of the document in Business Collaborator. Replacing a document in Business Collaborator overwrites the original which is no longer accessible. You should think twice about replacing a document which you did not write. To maintain copies of the entire version history, place the document under version control - see section 3.7.
To replace a document:
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Click
 | Replace for the document which you wish to update. (This will bring up a form similar to the one shown in Figure 6.3-1.
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In the same way that you uploaded the document initially, browse your local disk to find the document you have modified
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Click the "Replace" button to overwrite the document in Business Collaborator with the document which you have modified
If you wish, you can change the document format (MIME type) as you replace the document. Remember that changing the MIME type does not convert the file from one format to another, it simply alters how the document is perceived by other people and applications.
Figure 6.3-1: Replacing a document.
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Note
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If the document has been changed (e.g. replaced by another user) since you last downloaded it, a warning message will be displayed informing you of the changes which have occurred since you last read the document. This will allow you to decide whether to proceed with overwriting the document or to download the new version instead. (Using document locking to prevent different authors editing a document simultaneously is discussed in section 3.3 and section 6.2.)
*Exceptions include simply formatted documents such as those in Plain Text or HTML. Alternatively, you the Brava! viewer (see Section 19) may be available on your Business Collaborator server to permit you to view and comment on a wide variety of document formats.
6.3.2 Creating a new version - revise
Either all documents on the Business Collaborator server are under version control automatically or you must explicitly place a document under version control - seesection 3.7.1.
The | Replace action is labelled | Revise for documents under version control, indicating the changed functionality. The form used for uploading a file as a new version provides default values for the new
version number and the version state - as shown in Figure 6.3-2. These can be modified, for example, if you want to indicate a significant change from the earlier version to the current version by an out-of-sequence version number.
If you want to change the default value for the version number, you should observe the rules described in section 3.7.5. Essentially, the version number of a new version has to
be higher than that of any earlier version. For the version state, Business Collaborator provides
the values 'experimental', 'stable' and 'released' - see section 3.7.6.
Figure 6.3-2: Revising a document.
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