Sign off a document with comments - SmartPlant Foundation - IM Update 48 - Help - Hexagon

The Sign Off with Form command allows you to sign off on documents, indicating that modifications to the documents are complete. The command also allows you to add comments to the documents and specify the date on which the sign off occurred. This command is available when you right-click one or more documents.

1. Right-click the document or documents that you want to sign off and select Edit > Sign Off with Form.

   Documents created without a configuration value can be checked out, checked in, revised, updated, or signed off when your active configuration is set above the plant level to Scope Not Set.

   To sign off a document, the status must be working, and the revise state must be blank. If any of the selected documents do not meet these criteria, the Sign Off with Form command does not display.

2. Select the document revisions and reference files to sign off.

3. If needed, add comments in the Notes box.

4. Click OK.

5. If reference files that have a status of superseded or working are attached to a revision, the software either stops the sign off process, or prompts you to continue with the sign off or cancel, depending on your configuration. If working references are allowed, click Yes to sign off the documents. If working references are not allowed, click OK to exit the signoff process.

6. If updated revisions of reference files associated with this document exist but are not associated with this document and those reference files have their maintain relations action set to Prompt Update, select the files that you want to update to the latest reference file revision, and then click OK.

   

   • The maintain relations option can be set on the relationship between each reference file and the master file that references it. For more information, see Update Maintain Relations properties on reference files.

   • Options for maintain relations include the following. These options control what happens during sign off if newer revisions of those reference files are available.

     • Prompt Update - Requires user to provide information when an updated revision of a reference file exists

     • Always Update - Automatically updates reference files to the latest signed off revision in SmartPlant Foundation when you sign off the document revision with which reference files are associated.

     • Always Fixed - Relationships between older revisions of reference files remain the same.

     • Always Update Working Revisions - Automatically updates relationships to versions of the latest working revisions.

• Before you sign off a document, you must check in the document.

• When you sign off a document, the software sets the status for the revision to current and the revise state to blank.

• Signing off a document sets the revise state for any previous revisions to Superseded.

• Signing off a document in a project does not update the as-built revision status to Superseded.

• Signing off a document changes the status of the document master to Issued.