Publish Documents to Another Tracker
To publish documents to an audience that is different from the users of the general documents tracker, it is recommended to create a separate documents tracker. This allows the customization and fine-tuning the document sets.
1. Create a new document tracker for public documents and save the changes.
2. Modify the workflow of the public documents the following ways:
◦ Rename Draft to Published with meaning Resolved.
◦ Delete the Waiting for approval status.
◦ Rename Completed to Superseded with meaning Closed.
3. Save the changes.
4. Configure the status transitions of your public documents the following way:
◦ Rename the Draft transition from your Unset status to Publish.
◦ Rename the Complete transition to Superseded.
◦ Delete the Draft transition between the Published and Supersededstatuses.
5. After the changes, expected workflow:
6. Configure the internal documents tracker workflow with the following steps to publish items into the new public documents tracker.
a. Create two new statuses:
▪ Update published (meaning Resolved)
▪ Published (meaning Resolved)
b. Add a new status transition from updating the existing published documents:
▪ From: Completed
▪ To: Update published
▪ Name: Publish
▪ Actions: Update referring items Subject (Documents) Public Documents Published:
▪ Document name: Append | - | Content of | Revision.
▪ Status: Set to | Value | Superseded.
c. Add another status transition to republish the document:
▪ From: Update published.
▪ To: Published.
▪ Name: Publish.
▪ Select Hidden and Automatic.
▪ Actions: Create new Upstream / Downstream referring items Subject (Documents) Public Documents.
a. Set all the following fields to Copy from their respective original fields:
▪ Document name
▪ Document
▪ Document version
▪ Major version
▪ Description
d. Add a third status transition, so it is possible to edit published documents:
▪ From: Published.
▪ To: Draft.
▪ Name: Draft.
e. Save the changes.
Expected workflow:
