How to Publish, Finalize, and Roll Forward Doc.It Work Binders

This article outlines the Doc.It Binder Shutdown Process. Covers the order of operation and the step necessary to publish, finalize and roll forward Doc.It Work Binders.

Order of operations:
      1. Publish
      2. Finalize
      3. Roll Forward


This is a typical order of operations but not mandatory. Finalized binders can be published.


Because finalizing a binder maintains current copies of all documents but deletes revision history, some firms elect to lock work binders from the time they deliver the opinion to the time they publish the binder to the Doc.It Archive. This allows for a look back at revision histories if an exceptional situation occurs. “Lock Binder” is on the same right click Binder Actions Menu as “Finalize Binder”. The difference is that a locked binder maintains revision histories while preventing changes to the binder / documents.

Prerequisites:

A Doc.It Suite Work Binder must have a publication definition in Doc.It Suite Maintenance – Publication Definitions.  

To Publish Binders, the Doc.It Publication Engine must be running on the network. Without the Publication Engine running, Publication jobs will not complete.

  1. The Publication Engine is most frequently installed on the Doc.It Watch computer. Many firms set this machine to auto-reboot on a crash. Additionally, they adjust the registry so the machine logs on automatically and they put the Publication Engine in the Start Up group.
    1.   Concerns about auto-login are usually lowered by the fact that the machine is protected in an IT / server area.
    2.    If publications are ever submitted and hang up or don’t complete. Checking that the Publication Engine is running will be the first troubleshooting step.

To Roll Binders Forward, the Doc.It Publication Engine must be running on the network. Without the Publication Engine running, Roll Forward jobs will not complete.

  1. If a command is issued to roll binder(s) forward is issued and the new binder(s) do not appear, checking that the Publication Engine is running will be the first troubleshooting step.
Publishing:
From the Doc.It Navigation Bar:
  1. Click Create Publications.
    1. If you do not have access to the Create Publications command on the Doc.It Navigation Bar, please contact your firm’s Doc.It Administrator.
  2. In the Create Publication dialog select the type of Binder you wish to Publish.
  3. In the resultant list of Binders right click to filter your list (or control / shift click) to select the Binder(s) you wish to Publish.
  4. Click the Submit Publications button.
  5. You will be prompted by a policy to enter additional information such as period end date.
  6. Click Save.
    1. You will receive feedback that job(s) have been submitted for publication.
  7. Repeat these steps as necessary for each publication description (typically, but not always, there is a deliverable publication and a work paper publication for each Binder type).
    1. If you are in doubt regarding what to publish, please contact your firm’s Doc.It Administrator.

Job status can be checked via Maintenance -> Job Queue.

Finalizing:
From Binder Explorer:
  1. Use the Saved Searches drop down dialog to display, filter, and sort Work Binders you wish to finalize.
    1. Start with the Saved Search called Ready to Finalize.
  2. All, or a range, of these Work Binders can be selected with Shift / Click or Control / Click combinations.
  3. Once the Binders you wish to finalize have been selected:
    1. Right click on one of the selected Binders and choose Binder Actions -> Finalize from the right click context menu.
  4. You will be prompted for a confirmation followed by a summary window of the Binders you have selected. Click the Finalize button.
  5. You will be prompted with a dialog box reminding you that Finalizing a Work Binder will get rid of old revisions of documents and deleted documents. Also, that Finalized Binders are Read Only. Click Yes.
Roll Forward:
From Binder Explorer:
  1. Use the Saved Searches drop down dialog to display, filter, and sort Work Binders you wish to roll forward.
    1. Start with the Saved Search called Ready to Roll Forward.
  2. All, or a range, of these Work Binders can be selected with Shift / Click or Control / Click combinations.
  3. Once the Binders you wish to roll forward have been selected:
    1. Right click on one of the selected Binders and choose Roll Forward from the right click context menu.
  4. You will be prompted for a confirmation followed by a summary window of the Binders you have selected.
    1. Follow your binder naming conventions. Enter the new Work Binder name you wish to use. Example: [YYYY Binder Name] for Personal Tax. [YYYYMMDD Binder Name] for other types of work.
    2. Select the New Binder Year from the dropdown dialog box. Click the Roll Forward button.
  5. You will be prompted with a dialog box letting you know that jobs have been submitted for Roll Forward. Click OK.

Job status can be checked via Maintenance -> Job Queue.