Create New Sheet

Explanation

Use this activity to create a new sheet for an existing document. Selecting the Create New Sheet command opens the Create New Sheet assistant that will guide you through the process of defining a new sheet, and copying parts of the old sheet to the newly created document sheet. 

By selecting the Make the new sheet copy of this sheet check box and selecting following options will copy data from the old sheet to the new sheet created.

• Copy Structure: If the old document sheet has sub-documents those will be copied to the new revision.
• Copy Access: Copies all the access records in Document Revision/Access/definition tab of the selected document sheet to the new sheet created. Object controlled access lines will be handled by the object connection. 
• Copy File: If the old document sheet has a file checked in, that file will be copied. 
• Copy Approval Process: If the old document sheet has an approval routing, that will be copied.
• Copy Field Values: Correspondence information in Document Revision/Correspondence tab , Description fields in Document Revision/Sheets/Descriptions tab and Note, Scale, Reason for Issue in Document Revision/General tab will be copied.
• Set Revision to first Revision on Sheet: The revision of the new sheet will be considered as its first revision. If this check box is not selected, the new sheet will be given the revision of the old sheet by default but can be changed.

Prerequisites

You must have sufficient rights to the sheet that you are using as a source. Rights are dependent on the access for the document revision. If access for you or your group is set to either Edit or Admin, you can create a new sheet. However if the access for you or your group is set to View, you cannot create a new sheet.  

System Effects

• A document sheet, optionally based on the existing sheet, will be created.
• The structure, approval process, file, access, and record data (including correspondence information) values from the old revision will be copied to the new revision if they have been selected in the wizard.
• The document file belonging to the old document sheet can be copied to the new document sheet.

Window

Document Revision

Related Window Descriptions

Document Revision
Document Revision/General

Procedure

1. Open the Document Revision window.
2. Query for the document revision from which you want to create a new sheet.
3. Select Create New Sheet to open the Create New Sheet Wizard. To change the revision and revision note on the document title at the same time that you create the new sheet, select the Change Revision on Title check box and enter new values in the New Title Revision and Title Rev Note fields.
4. The Previous Sheet Number field will display a default value, but if you want to place this sheet after a sheet other than the suggested one, you can change the value by selecting one from the list.
5. Enter the sheet number of the new sheet in the New Sheet Number field.
6. Optionally, if you want to create a new sheet in between two other sheets, select the next sheet from the drop down list of the Sheet Number to Follow an In-Between Sheet field. This will ensure that the previous and next sheet values on the new sheet will be correct.
7. The New Sheet Order field should automatically display a value. If no value appears, enter the internal numerical sort value for document sheets, i.e. the value that the system uses to sort the document revisions if there are many sheets on a document title.
8. Optionally, enter notes about the revision in the New Sheet Note field.
9. If you want to copy data from the original document sheet to the new sheet, first select the Make the new sheet copy of this sheet check box and then select the appropriate options to indicate which data to copy.
10. If you want to change the object connections that are being copied, click Next and then select the object connections to copy. 
11. Click Finish.