Synchronizing the Secondary Format

When a document is checked in, Document Management can automatically create a PDF file, known as a secondary file, of that document. This feature is referred to as Secondary Format and though this setting is generally transferred from Document Type, it can be changed by the document owner. When activated, a cover page containing any important information for the document, such as Approval Signatures, Revision History, and Training Requirements, is also generated.

If the Secondary Format is set to Enabled rather than to AutoSync, then the secondary file must be manually synchronized or generated. Only in this situation can the document owner synchronize the secondary format to generate the PDF file prior to routing the document for INWORKS review. This is sometimes performed so that, before routing the document, the document owner can verify that the Secondary Format file has synched properly with the Primary File.

NOTE: Once a document is routed for review, SmartComm automatically synchronizes the secondary format; therefore, only use this functionality to generate and view the PDF of the document prior to review.

From the Document record, click the Action > Synchronize Secondary Format.
Result: SmartComm performs the synch function and the PDF is generated/synchronized.