To Create a Document Copy

You can either create a document copy from the Copies topic of the open document, or by selecting File > New > Document Copy and then specifying which document you want to add the new copy to.

To get started, do one of the following:

Open a document, expand the Copies topic, and click the New link.

or
Select File > New > Document Copy.

The Document Copy form opens in the Content pane.

Fill out the form as needed. The following fields are required: Document Number, Title, Copy Number, Type, Media

Setting	Description
Document Number	If you initiated the creation of the copy from the Copies topic, then this field will be automatically populated with the document number of the parent document. If you initiated the creation of the copy using File > New > Document Copy, then in this field you need to specify the document number of the parent document you want to add this new copy to. You can either enter the document number in the field, or click the Look up Document icon to find the document you want; when you find it, drag the document onto this data field.
Revision	Reflects the parent document revision (if it has one).
Title	If you initiated the creation of the copy from the Copies topic, then this field will be automatically populated with the title of the parent document. If you initiated the creation of the copy using File > New > Document Copy, then in this field enter a title for the document copy or a meaningful description.
Copy Number	A unique number or code that identifies the document copy. The copy number is either auto-generated based on a predefined mask, or it can be manually configured if there is no predefined mask or if you need to override the auto-generated number. To manually configure the copy number, you can either enter a fixed value (for example, `COPY-12345`), or you can enter a mask (for example, `COPY-#####`) and then click the Auto Number icon to generate the next available copy number. For example, if you enter `COPY-#####` as the mask and the highest copy number in the community is `COPY-00100`, the next available copy number would be `COPY-00101`. Tip: The Document Copy Mask is used to auto-generate the copy number when the form opens and is defined by the administrator in System Defaults (System Admin > System Defaults > Identification > Document Copy Mask).
Type	The type of copy can be one of the following: Master - the singular source from which copies are made. Secondary Master - a copy of the master but acts as the master (when the master is not available). Copy - a duplicate of the master document. The system can have only one master copy, however multiple secondary masters and copies can be created. An error message displays if you try to create more than one master.
Media	The description of the document media type. For example: CD DVD eB Electronic Hardcopy Paper The media types available for selection here depend on the list of media types already configured by your administrator. See To Configure the List of Media Types for Document Copies .
Location	Optionally, the physical location, where the copy object can be found, can be related using the location object (the choices depend on the media type selected). For example, a hard copy media type might be located in cabinet A, drawer 2, Section 3. Click the Look up Location icon at the end of the row to locate available locations. From the search results list, drag the required location onto the Document Copy form.
Remarks	Enter any additional comments in this field.

Click the Add icon in the action bar.

The document copy is created. You can now define additional relationships for the document copy.

Note: The Files and Security topics can be defined for each copy instance.

Note: You can return to the parent document by selecting the Go to Document icon to the right of the Document Number field.