Document objects may be altered in two ways. First, if a document is in its formative stages and has not been finalized or released to other users, then changes can continue to be made until the document is approved and released. Second, if an error has been made or a change has been made to the context of the document, then a new revision of the document must be added.

Documents are represented by meta-data in the AssetWise database describing the document object instance and also by at least one document copy (Master) which in many cases is represented by content in the media form of electronic files or paper.

Both the meta-data and the content must be kept up-to-date to accurately reflect the context of the document.

If the document content is stored in AssetWise’s secure electronic repositories, the user can check out a copy of the electronic file(s) that underwrite the document content to a working directory outside of AssetWise, so that this content can be edited in the native authoring application, Microsoft Office for example, before being checked back into AssetWise.

Sometimes it may be necessary to lock a document to prevent other users from changing data on the document instance. Other users will be warned that the document is locked and not be allowed to modify it.