Supersede a Batch of Documents

When you receive files from external organizations, such as files received via PIM Teamwork, you can use the Smart Superseder to replace batches of project documents with the latest revisions. The Smart Superseder attempts to match incoming files with existing documents. If a file cannot be matched, you can manually select an existing document to replace, or you can publish the file as a new document.

The Smart Superseder is used to replace non-DLM files only. If the files that you want to supersede are stored in placeholders within the DLM, you must use the Assign Renditions feature from the project's DLM tab.

To supersede a batch of documents:

1. Navigate to the project.
   You can search for projects using the Search Projects link in the Activity Zone. Projects that you are linked to also appear on the History tab on your contact record, and in the Projects dashpart in the Personal Zone.
2. On the header bar, click Smart Superseder.
   If the Smart Superseder tab is not visible, click more to display all available tabs.
   You can also open incoming files in the Smart Superseder from the PIM Teamwork Incoming Files tab on a project or enquiry.
3. Use the Originating Organization field to enter or select an organization that you have received files from.
   All files received from the selected organization display. If many results are returned, you can use the Uploaded By field to filter the results by a specific publisher. You can also search for files using the Search Files field.
4. To ensure the list of incoming documents is up-to-date and eligible for publication for the selected organization, click .
5. Deselect the check boxes of any received documents that you do not want to publish.
6. If you do not want to accept the suggested match for a document, or if a document cannot be matched (indicated by Yes in the NEW column), click in the Matched Doc / Title column and do one of the following:
   • Select a different suggestion, assuming multiple suggestions are available.

     For documents that can be matched, the system provides a rating from 1 to 4 based on how close the match is, with 4 being the best match. For information on the rating system, see Smart Superseder.

   • Click to manually select a document from the document management system. In the Document Picker window, search for and select the document that you want to supersede, and click Continue.
   • Publish the document as a new document. Use the New Document Title field to modify the name of the document, if required, and then click .

     Documents that will be published as new documents display Yes in the NEW column. To publish all selected documents as new documents, select the check box above the NEW column header.

7. To set a different rendition as the primary editable version for a document, click Set as Primary.
   This option is only available when multiple renditions exist for a particular document.
8. For each selected document, define or modify any of the following document properties, as required:

   Column	Description
   New Revision	Modify or enter a new revision number for the document, as required.
   Publish To	For matched documents, click View to view the publish location(s) and attributes for the documents. By default, matched documents are published to the same locations as the current documents, but you can modify the publish locations and attributes if required. For unmatched documents, click Set and select the location(s) and attributes to publish the documents to. To choose the same publish locations and attributes for all selected documents, click Set above the Publish To column.
   Details	Enter or modify the details of the document, if required.

   Mandatory fields are indicated by an asterisk (*) against the column title. Some fields, such as Received Date, Scale, Size, Document Date, and Status, are read only and cannot be edited.
   If all documents share the same new revision number, enter the information in the blank field above the New Rev column header and press ENTER to apply the same version number to all selected documents.
9. When you are ready to publish the selected documents, click Publish Selected.