Edit documents

In BRIX, you can edit documents online in the system interface.

To edit a document, make sure that:

The system administrator has configured integration with a file viewing or editing service.
You have permission to edit the Document-type app item.

Open a document for editing

The steps for opening a document for editing depend on what you want to edit:

The current document version or a new document draft. Open the Document-type app item and click Edit.
A version draft or an outdated version. Open the Document-type app item, click All Versions in the sidebar, and select the required version. In the window that opens, click Edit. Save changes.

How changes are saved depends on the status of the document version you are editing.

What you are editing	What happens when you save changes
Current version	A new document version is created with a new version number and becomes the current version. The original version moves to the list of outdated versions.
Draft of a new document or document version	The changes are saved to the existing draft without creating a new version. You can make the draft the current version when it is ready.
Outdated version	A new version is created with a new version number. When saving changes, you can make it the current version or save it as a draft. In both cases, the original version remains in the list of outdated versions.

For more information about document statuses and working with versions, see Version control and document comparison.

The current document version and a new document draft are displayed on the view form of the Document-type app item.

To edit either one:

Open the Document-type app item and click Edit in the bottom-left corner.
The editing window opens. Make your changes and save them.

The result depends on what you edited:

Current version: a new document version is added to the system and becomes the current version.
New document draft: the changes are saved to the draft without changing its version number. When the document is ready, you can publish it by making it the current version.

To edit an outdated version or a document version draft:

Open the Document-type app item. In the Document versions section of the sidebar, click All Versions.
Select the required version from the list.
In the window that opens, click Edit in the bottom-left corner.
Make your changes and save them.

The next steps depend on the status of the version you edited:

When editing a draft.

The changes are saved to the draft without changing its version number. You can return to editing it later or make it the current version in the Drafts tab of the window that opens.

The system administrator can hide the Make Current button in the Document Versions widget settings by selecting Read only > Yes.

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When editing an outdated version.

In the window that opens, choose the status to assign to the edited version:

Make current: a new version is created based on the edited version. It receives a new version number and becomes the current version. Users will see it when they open the Document-type app item.
Save as draft: enable the Set as current option. A draft is created with a new version number.

In both cases, the original outdated version remains in the system with its original version number.

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