What the feature is useful for
This feature is designed to make it easier and faster to publish similar documents. It is particularly helpful when several documents need to share the same or similar settings, such as category, approver, keywords, or additional fields.
By reusing publishing settings from previous documents, you reduce the amount of manual data entry. This can both save time and lower the risk that important settings are forgotten or applied differently across similar documents.
When the feature can be used
You can use this feature when you publish a draft of a brand-new document and want to base it on the settings from the most recent document you have published yourself. The system then automatically suggests the same type of publishing details – for example category, approver, and keywords – that you used last time.
The feature is only available for drafts of first editions (1); it cannot be used for later editions or already published documents. It is also only available as long as you have not made any manual publishing changes in the dialog. As soon as you start adjusting settings yourself, you instead need to review and update them manually.
This feature is especially useful when you are publishing several new documents within the same area, department, or process, where the documents should share similar metadata and the same approver. In these situations, you avoid entering the same details repeatedly and can instead let the system suggest the correct settings based on your most recently published document.
The feature only considers documents that you have published yourself, since it is your own way of working and your chosen settings that should be reused. Documents that you have sent for approval but that were published by another user are therefore not used as a basis. This ensures that the retrieved settings accurately reflect how you normally publish your documents.
How it works
As long as the document is a first-edition draft and you have not made any manual changes in the publishing dialog, a button is displayed in the dialog that lets you retrieve publishing settings from your most recently published document.
When you click the button, the publishing settings are automatically populated based on the most recent document you have published yourself. This can include, for example:
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Category
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Approver
After the settings have been retrieved, you can review and adjust all publishing details manually. The feature does not lock any fields; it simply helps you quickly prefill relevant settings.