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2.22. Editing a Copy of a Document
You can directly access a document in the Data Entry View and automatically add or change information to a copy of the document using the edit copy button. This button is only available for documents, and will not appear on the toolbar if you select a non-document file (such as an image file).
This option differs from the edit option in that any information added to or changed in the document is saved in a new copy of the document when you submit the changes. The original document is not updated.
Important: If you want to edit the actual, selected version of the document, and not create a new copy to edit, use the edit option as described in Editing a Document.
After you submit the document, a copy of the document appears in your folder structure, as described in the following procedure:
- Select the correct document as described in Selecting a File, Folder, or Subfolder.
- Click the edit copy button.
Note: You can also right-click the document, and select edit copy from the menu that appears. The selected document's name appears at the top of the right-click menu.
Important: If this button is not available from the toolbar, you have not selected a document or you do not have permission to edit the document.
The document appears in the Data Entry View, showing you the document's currently defined information. - Edit the document, as desired.
- Click Submit.
A new copy of the document is created and added to your directory structure. The new information is saved, while the original document information is retained in the original document (as shown below).
The new document is named based on the original document's type (as shown in the Type column, and typically corresponds to the form's name) and the name of the user who created the copy.