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 supersede batches of project documents with the latest versions. 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 it 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. Deselect the check boxes of any received documents that you do not want to publish.
5. 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 any 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.

6. 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.
7. For each selected document, define or modify any of the following document properties:

   Column	Description
   New Revision	Modify or enter a new revision number for the document, if required.
   Pools	For a matched document, click View to view the publish location(s) for a document. By default, matched documents are published to the same locations as the current documents, but you can modify the publish locations, if required. For unmatched documents, click Set and select the locations to publish the documents to. To set the same publish locations for all selected documents, click Set above the POOLS column.
   Details	Enter or modify the details of the document
   Received Date	The received date defaults to today's date. To set a different received date, click .
   Scale	Select the scale of the document
   Size	Select the size of the document
   Document Date	Click to select the date of the document.
   Status	Select the status of the document.

   Mandatory fields are indicated by an asterisk (*) against the column title.
   If all documents share the same value for a particular field, such as the status, enter the information in the blank field above the column header and press ENTER to apply the same information to all selected documents.
8. When you are ready to publish the selected documents, click Publish Selected.