Revise a released document in ProjectLink 9.1M050

[cc-2]

Hello

we are starting to use ProjectLink to manage the creation and development of new documentation.Some of them will never be sent to PDMLink. We use ProjectLink to provide an environment where also external can participant to the development of the documentation.

We have life cycle state in place and when we set the document to release, The project members know that it is, well, released 🙂

However we have noticed that even when released, one can still modify it and check the change back in. This is not what you really expect from a released document. In our PDMLink, we have controlled it and no one can check it out. If a change is needed, one must revise the document. We have tried to create domain policy to control this but failed. Members can, so far, always check out a released document and we cannot revise it.

I was told in ProjectLink we do not have versioning. However, ProjectLink can be used as a standalone system not coupled with PDMLink. Should I understand that when a document is released in one project, you need to create a new project to create a new version?

If anybody got any idea to overcome this, I thank her or him in advance

Best regards

[MikeLockwood]

For a document in a project created from the OTB General project template, Manage Security shows the following (Team Members is more than the Members Role - it's all users in all Roles except Guest or Manager). Note that in general, at both In Work and Released, all people on the project except Guests can Modify all documents:
[cid:image003.png@01CB2C97.2165BAB0]
[cid:image004.png@01CB2C97.DDCA2F10]

Some other things we learned by brute force on this (the documentation on it does not really say what happens):

1. On creation of a document in PJL, a Lifecycle is assigned by the OIR for that project, as for PDM. A Revision series is also assigned, but not exposed in general. The OIR is either specific to the Project (part of the Project Template) or comes from Org or Site level (be careful on this).

a. To change the state, Project managers can use Set State.

b. Otherwise, generally the state is set using Document Routing - see below


2. Completely different than for PDM, the lifecycle in PJL is not assigned "for life." Instead, using ROUTE assigns a different Lifecycle, which starts the routing lifecycle. The ROUTE wizard presents all routing type lifecycles that are defined and enabled, and enabled for routing in the Project (again, Site, Org and current project).

a. On assignment of the routing lifecycle, any previous history is saved and available from History.

b. There is no concept of Revision in PJL: re-assignment of the lifecycle sort of takes the place of Revisions.


3. User permissions in Projects:

a. Need to restrict the OTB condition in general - See screen captures above.

b. In order to Route a document, one needs Modify permission for that document at its current state.

c. Note: Can make a Project "Private" or not, just like Products and Libraries (although the menu pick is different). If Private, ACL's are not inherited from Org, or Org Project, but only from root and Private, plus that local to the Project (quite a confusing set - need to use Manage Security to troubleshoot).

d. Note: There are pretty good tools to set up different permissions by folder / folder tree in projects.