Managing a Document

Introduction

Modifying a Document configuration in Communication Cloud Service ensures that the generated communications are accurate, relevant, and aligned with current business requirements.

Note:

You can manage Marketing Company association of a Document only if the Config ID, that you used to create the Document, is in Open state.
You can update the following Document configuration information:
  • Document Details: Edit the Document's basic information and replace the Marketing Company.
  • Version Management: Add new versions, duplicate existing ones, or delete the versions.
  • Layout and Style Associations: Modify or replace the Layouts and Styles associated to the Document Versions.

If the initial Config ID used for Document creation is closed, and if you want to edit the Document, see Managing a Document in Closed Configuration.

Editing a Document

You can modify the basic information of the Document, the brand Marketing Company, the Document Version details and the associations.

From Landing Page:
  1. For editing a Document configuration, select Edit from More Menu in Action column.
From Summary Page:
  1. On the Communication Document landing page, select the Document that you want to edit.
  2. From the Summary page, select Edit.

In Update Communication Document page, modify the details as needed. You can navigate through the left pane to access the Communication Document Version to modify the version details.

Select Save to save the changes, or Save&Exit to save the details and return to the landing page.

Replacing Brand Marketing Company

You can replace the Brand Marketing Company only if the Config ID, that you used to create the Document, is in Open state.

From Landing Page:
  1. For editing a Document configuration, select Edit from More Menu in Action column.
From Summary Page:
  1. On the Communication Document landing page, select the Document that you want to edit.
  2. From the Summary page, select Edit.

In Update Communication Document page, under Brand, select More Menu from Action, and then select Replace.

Select the new Marketing Company and select Save to save the changes, or Save&Exit to save the details and return to the landing page.

Creating a New Version of Document

Each Document has one or more versions, with each version having a unique name and Active Date. This helps easily identify which version to be used in while generating a communication output. You can create a new version of a Document in any of the following ways:

Adding Child to Document:

  1. In Update Communication Document page, select Actions from the top right corner, and then select Add Child.

Add Sibling to Document Version:

  1. In Update Communication Document Version page, select Actions from the top right corner, and then select Add Sibling.

Provide the version details, and select Save to save the changes, or Save&Exit to save the details and return to the landing page.

Duplicating an Existing Document Version

You can duplicate the existing version to create a new version. This duplicates the existing version with its details except Name and Status Date.
  1. In Update Communication Document Version page, from the left pane, select the required version that you want to duplicate.
  2. From the right pane, select Actions and then select Duplicate to Create New Version.

Modifying Association in Document

You can modify the Layout or Style association in the Document Version configuration using the Config ID which is in Open status. Ensure that you have at least one Layout configuration associated to the version to produce the communication.

To edit the Layout or Style association details, follow these steps:
  1. In Update Communication Document Version page, expand Associations section, and then from Action, select the More Menu and then select Edit corresponding to the Layout or Style that is associated.
  2. In Layout Attributes or Style Attributes page, select Edit icon to modify the values.
  3. Select Check mark to save the changes or Cross mark to discard the changes.
  4. If you have multiple Layouts or Styles, and you want to rearrange the order, select the Layout or Style you want to reorder, and drag and drop it to the position where you want to reorder.
  5. Select Done to return to Update Communication Document Version page.
To remove the association, follow the step:
  1. In Update Communication Document Version page, expand Associations section.
  2. From Action, select More Menu and then select Remove corresponding to the Layout or Styles that is associated.

Deleting a Document

You can delete a Document and its versions, but you cannot delete a Document if it has multiple versions in its hierarchy.

From Communication Document Landing Page:
  1. In the Action column, select Delete from More Menu corresponding to the Document name that you want to delete.
  2. If there are no multiple Document Versions, the Document is deleted after confirmation. If there are multiple Document Versions, a warning message is displayed. You need to remove the associations of each Document Versions, delete the Document Version, and then delete the Document.
From Communication Document Summary Page:
  1. On the Communication Document landing page, select the Document you want to delete.
  2. From the Document's Summary page, select Edit.
  3. In Update Communication Document page, under Associations section, ensure that there are no associations.
  4. From Actions on the top right corner, select Delete. In the dialog box, select Delete to confirm.

Deleting Document Version

To delete the Document Version, it must not have any associations. If the Document has only one version and if you delete that version, then the corresponding Document also gets deleted.

From Communication Document Summary Page:
  1. On the Communication Document landing page, select the Document you want to delete.
  2. From the Document's Summary page, select Edit.

    OR

  3. In the Action column, select Edit from More Menu corresponding to the Document that you want to delete the version.
  4. In Update Communication Document Version page, from the left pane, navigate to the Version that you want to delete.
  5. To remove an association, expand the Layout or Style association under Associations section in the right pane.
  6. From Action, select Remove corresponding to the Layout or Style that is associated.
  7. Repeat the step to remove all the associations before deleting the version.
  8. In Update Communication Document page, from Actions, select Delete.
  9. In the dialog box, select Delete to confirm.