27 Replies Latest reply on Apr 28, 2012 11:38 AM by Ravi Teja

If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision

Mayuresh Kulkarni Apr 24, 2012 6:57 AM

1.Crete part > part drawing >check in > Change state( for Approval)

After approval one approval folder gets cretaed in that PDF get created.for second approval 2nd revision of pdf gets created

In approved PDF Folder I see Both PDFs, But I want to display only the Latest Pdf(Revision)

Is there any solution,Please help me out?

Regards,

Mayuresh

Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision

Raghavendra Bhagwan Apr 24, 2012 7:33 AM (in response to Mayuresh Kulkarni)

Hello Mayuresh,

Are you using tasks to convert the part drawings to PDF ?

If yes, there is an option to replace the existing files in the Conver tasks.

Regards,
Raghav.
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- Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
  
  Corey Hinman Apr 24, 2012 8:03 AM (in response to Raghavendra Bhagwan)
  
  If you're creating new versions, you'll have to "get latest version"
  
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  - Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
    
    Raghavendra Bhagwan Apr 24, 2012 8:53 AM (in response to Corey Hinman)
    
    Hello Corey,
    
    I think he is genarating a diffrent PDF's on every approvals.
    
    Hence i didn't suggest him to use the "Get Latest Version"
    
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    - Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
      
      Corey Hinman Apr 24, 2012 9:01 AM (in response to Raghavendra Bhagwan)
      
      Are you keeping the same file name, or embedding the rev in the name?
      
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- Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
  
  Mayuresh Kulkarni Apr 24, 2012 9:10 AM (in response to Raghavendra Bhagwan)
  
  Hello Mr.Bhagwan,
  
  but I want previous PDFs Revision also add. to thatI want latest PDFs (get latest revision)
  beacause if there are diff part no. + diff revision
  e.g. part no. pdfs revision
  1111 a
  1111 b ....so on
  
  If there are number of parts. + no. revisions. In the same folder then Its very difficult . to search the latest one.
  for that repective part no.
  if any solution is there same as get latest version or is it possible to display only latest revision?
  
  Reg,
  Mayuresh.
  
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  - Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
    
    Raghavendra Bhagwan Apr 24, 2012 9:06 AM (in response to Mayuresh Kulkarni)
    
    Mayuresh,
    
    U didn't tell me how you are converting to PDF ?? automatically or manually ?
    
    Regards,
    Raghav
    
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    - Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
      
      Mayuresh Kulkarni Apr 24, 2012 9:11 AM (in response to Raghavendra Bhagwan)
      
      hi sir,
      Automatically
      
      Reg,
      Mayuresh
      
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      - Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Raghavendra Bhagwan Apr 24, 2012 9:15 AM (in response to Mayuresh Kulkarni)
        
        Hmm i guess you are using tasks to convert the drawings into PDF Right ? if yes please open the task and click on the output details
        as shown in the figure to append the revision number after a file.
        
        Regards,
        Raghav.
        
        Convert to pdf task.jpg 125.3 KB
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Mayuresh Kulkarni Apr 24, 2012 9:40 AM (in response to Raghavendra Bhagwan)
        
        Hello Bhagwan Sir,
        
        I have implemented in Task> Output file details
        
        but
        
        Using Complete search >Enter part no. Still I am getting all the revision in search window
        In folder also I am able to see all the PDfs
        
        Its ok In folder no issues
        
        but
        In search If I enter any part no. I want to display only Latest PDFs revision?
        
        Reg,
        Mayuresh
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Raghavendra Bhagwan Apr 24, 2012 9:49 AM (in response to Mayuresh Kulkarni)
        
        Mayuresh,
        
        Actually that is not possible because all are diffrent files and share the same part number. So it is intended that the search results shows all the files, which have the same part number but different revisions as the file names.
        
        So i suggested to overwrite the files when you convert to PDF. That way you will have only PDF and that would be the latest one.
        
        Hope this helps !
        
        Raghav.
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Mayuresh Kulkarni Apr 25, 2012 3:40 AM (in response to Raghavendra Bhagwan)
        
        Bhagwan Sir,
        
        I have done with Task >Output file details > Replace existing files
        
        But I am able to see all PDFs revision ?
        
        Reg,
        Mayuresh
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Tim Read Apr 25, 2012 5:28 AM (in response to Mayuresh Kulkarni)
        
        If these are all separate PDF files (as it sounds like they are) then "Replace Existing Files" will not change anything. The files exist as separate objects in the database.
        
        I can think of three ways to achieve the result you want (variation on the same theme). All of them require a Variable to be on the datacard of the PDF that describes the "Status" of the PDF - lets just say the variable name is "Status"
        When the PDF is created in the task set the Variable "Status" to "Released".
        
        Create a Dispatch Script triggered on "During add - After the add operation" looking at the folder where the task puts the PDF files.
        Assuming your file names are consistent you can create variables in Dispatch to determine what the name of the previous PDF would have been.
        Check out the Previous PDF
        Set the datacard variable "Status" to "Archived"
        Check in the Previous PDF
        
        Now you can configure you search to only find PDF with the Variable "Status" = "Released"
        
        2nd method.
        Do all of the above and...
        Add an automatic Transition to a different State (Archive) in the Workflow of the PDF. Set the Condition on the Automatic Transition the "Status" = "Archived". When the old PDF is checked in by the Dispatch script the automatic transition will be triggered and the PDF moved to destination State (Archived).
        
        Now you have two options to show only the latest PDF:
        Either configure your search to only find files in the Workflow State that they are normally in (Released?).
        Or remove rights to view files in the Archive State.
        
        I haven't tested this but if you do the following it should work...
        
        Good luck, Tim
        
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Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision

Ravi Teja Apr 26, 2012 3:50 AM (in response to Mayuresh Kulkarni)

Hi Mayuresh,
               Solution given by tim is elegant and should work without any problem. (The second one).
                    What is your revision scheme? If its Alpha e.g.: A,B,C,D then dispatch will have to be little lenghty as we have to consider all the revisions.
                    But if its numeric ,Dispatch will be short as we just have to calculate the Last Rev,by subtracting 1 from current revision.

Lets do it here.....

Do the Following:
1. Add a variable "Status" to your PDF.
2. Post your current revision scheme here.
3. post names of consective PDFs here.
4. Add a State to your workflow called OBSOLETE (anything).
5.ADD an autotransition from current state to OBSOLETE.

Ill try to post the Dispatch needed based on above Points.

* If the revision scheme is Alpha,then tell us what can me the max limit..I dont think revs go upto z generally.

Regards
Ravi T

Message was edited by: Ravi Teja
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- Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
  
  Mayuresh Kulkarni Apr 25, 2012 9:58 AM (in response to Ravi Teja)
  
  HI Ravi,
  
  Thanks, &
  My revision scheme is alpha A,B,C...Z
  
  Reg,
  Mayuresh
  
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  - Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
    
    Tim Read Apr 25, 2012 10:10 AM (in response to Mayuresh Kulkarni)
    
    The Alpha thing can be sorted in just a variables in the dispatch.
    
    Variables:
    Alpha=ABCDEFGHIJKLMNOPQRSTUVWXYZ
    NewRevison="String operation on Filename" possibly including Length(%NameOfSelectedFile%), Mid(...)
    NewRevNumber=Find(%D_Alpha%)
    OldRevNumber=Sub(%NewRevNumber%, 1)
    OldRevision=Mid(%Alpha%, %OldRevNumber)
    
    not so bad...
    
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    - Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
      
      Ravi Teja Apr 25, 2012 1:32 PM (in response to Tim Read)
      
      Hi Tim,
      Last Char before extension is revision.Ill find the rev that way.Can you plz explain what you did there in 2nd step? I think filename char are not always fixed.
      
      If rev were numeric i would have to use only 1 Sub operation.
      
      Regards
      Ravi T
      
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      - Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Tim Read Apr 26, 2012 2:31 AM (in response to Ravi Teja)
        
        The number of Variables / Sub Operations is not really that important... so long as it is "robust". Sometimes that means more variables.
        
        If the filesname is ALWAYS the same length then selecting the Revision character from the filename is easy but they never are exactly the same length.
        
        So, if the Revision is the last character before the extention...
        
        Variables:
        Alpha=ABCDEFGHIJKLMNOPQRSTUVWXYZ
        DotPosition=ReverseFind(%NameOfSelectedFile%)             --->gets the position of the "."
        RevPosition=Sub(%DotPosition%, 1)                                  --->position of Rev character (1 char less)
        Revision=Mid(%NameOfSelectedFile%, %RevPosition%, 1) --->extract the Rev from the filename
        RevNumber=Find(%Alpha%, %Revision%)                          --->numerical equivalent of the alpha Rev
        OldRevNumber=Sub(%RevNumber%, 1)                              --->one numerical revision less
        OldRevision=Mid(%Alpha%, %OldRevNumber%, 1)              --->extract old Alpha Rev from list
        
        Of course... you can also set a variable on the datacard of the PDF when it is created to the Revision of the file it is created from... then in Dispatch you can just select the Revision variable from the PDF datacard... which also helps when the revisions go beyond "Z" because it will probaly become a two character revision and testing for that in the dispatch will become less robust.
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Tim Read Apr 26, 2012 3:17 AM (in response to Tim Read)
        
        I just re-read your requirement...
        
        In the Dispatch script you can just "move" (copy and delete) the Old revision of the pdf to a separate folder.
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Ravi Teja Apr 26, 2012 3:49 AM (in response to Tim Read)
        
        Hi Tim,
                     Yes that can be an easy solution.
        
        I am adding the dispatch which works fine.
        
        and one more thing...is there any way i can make the dipatch not to throw error when a file is not found.This will happen when file is added for the first time.
        
        Hi mayuresh,
               find the attached file.
        1. This assume rev   character is present before the dot.
        2. Status is added to Data card
        3. auto transition allows file if status is OBSOLETE
        
        eg.: dispatch-A.pdf
                  forum-B.pdf
                       Solidworks-C.pdf
        
        You can add this dipatch to ADD file Action for a particular folder name.
        
        Forum.acn.zip 700 bytes
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Tim Read Apr 26, 2012 4:48 AM (in response to Ravi Teja)
        
        You can prevent Dispatch from throwing an error by using a Labels & Jumps
        
        Jump "IF %OldRevsionPathFileName% - Exists in the Vault - Goto "File Exists"
        Jump "Always" Goto "End of Dispatch"
        Label File Exists
        ...
           this is where all the operations on the old pdf happen
        ...
        Label End of Dispatch
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Mayuresh Kulkarni Apr 27, 2012 2:59 AM (in response to Tim Read)
        
        Hi Ravi,
        
        1.I have added Status to data card as Released
        2.In task I have added status variable
        For each new pdf the status will be "Release" from now on Whether it is correct?
        
        3.for old pdfs whether I have to check out and Add status Manually ?
        
        Reg,
        Mayuresh
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Ravi Teja Apr 27, 2012 5:27 AM (in response to Mayuresh Kulkarni)
        
        Hi mayuresh,
                       No need to modify your task.
                            Did you load the dispatch script?. this dispatch will find the old (Previous) PDF and check out and add status value and checkin.
        
        on checkin it will change state.
        You shud make changes to your workflow though.
        
        Regards
        Ravi T
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Raghavendra Bhagwan Apr 27, 2012 7:21 AM (in response to Ravi Teja)
        
        Hello Ravi !
        
        Not to nitpick, Will this Dispatch action works if the user doesn't have the checkout rights for the state.
        
        I assume it would not the PDF is also in the same workflow as the other documents. And ideally no users would have the check out rights in the approved / released state.
        
        Mayuresh : can you kindly confirm if the PDF follows the same workflow or the other workflow ? Also will the users have the checkout rights for the state where the PDF files are stationed.
        
        Regards,
        Raghav.
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Mayuresh Kulkarni Apr 27, 2012 8:19 AM (in response to Raghavendra Bhagwan)
        
        Hi,
        
        1.User has not got check out rights after approval.
        2.This is the Actual Cad work flow ,In Approved transition pdfs task execute > .slddrw sits in Approved state and PDFs get created e.g111111_A.pdf, If Design Change request comes .slddrw complete the loop create 111111_B.pdf then...
        Pdfs follows the Document Workflow
        Reg,
        Mayuresh
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Ravi Teja Apr 27, 2012 9:02 AM (in response to Raghavendra Bhagwan)
        
        Hi Raghavendr,
                      This dispatch will require the user to have Checkout rights on the state.
        
        Hi mayuresh,
                    I'd suggest you pt the Approved PDFs in a seperate WF and give chekout rights to approvers(During whose login PDFs being generated.) only.
                       You second screen shot suggest that you PDfs alos follow a Approval Process.isin't it?
        
        Regards
        Ravi T
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Mayuresh Kulkarni Apr 28, 2012 12:12 AM (in response to Ravi Teja)
        
        HI Ravi
        
        Yes it is, PDFs follows the approval process but that doesn't matter coz only when .slddrw gets approved from 1st workflow screen shot
        then only new PDFs revision gets generated
        
        Reg,
        Mayuresh
        
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        Re: If PDF has got diff.Revisions e.g A,B,C..I want to display only latest PDFrevision
        
        Ravi Teja Apr 28, 2012 11:38 AM (in response to Mayuresh Kulkarni)
        
        Hi mayuresh,
                     you need to give checkuot rites on that state.
        
        Regards
        Ravi T
        
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