When a new KN BlueSheet document does not appear in the "all documents" view in the Maintenance List and/or the MOVE TO LIVE button is not available,
the document might be corrupted because the initial metadata could not have been set.
These corrupted documents can be found under the "Corrupted Documents" view.
It is important to close a NEW (from template) added KN BS, so the first workflow can run and set some important metadata.
Each document where this important metadata could not be set will contain the below message:
PLEASE DO NOT START TO MODIFY THIS DOCUMENT IF THE MaintStatus IS NOT EQUAL TO "NEW".
When first workflow runs and can't set the metadata, the user gets different warnings and requests to close the file.
- The owner is getting a mail with a request to close the excel if the workflow receives a "file is locked for shared use".
- The owner can reply on this mail (if file is closed) and then the workflow will continue.
- If user does not reply and the item is still locked for shared use, then the flow will:
3.1) inform the owner with a request to create a helpdesk ticket and not continue editing
3.2) MaintStatus will NOT be set to NEW, and the warning message will stay.
| ITFlowName !! DO NOT CHANGE !! | PLEASE DO NOT START TO MODIFY THIS DOCUMENT IF THE MaintStatus IS NOT EQUAL TO "NEW". | |
When the first worflow runs and is able to set the metadata, the message will contain the current date and time +
(SPS) KN BS - Set basic metadata when a new file is added - CLEARED
Please find below a good example:
version No 1.0 - A new template document is added to KN Maintenance by Floriano Finco and file is closed!
version No 4.0 (can also be done version No 3.0) - Modifications made by SharePoint Solutions workflow
If the version (See "Modified By Sharepoint Solutions") can't be applied or gets overwritten by the user,
then the blue sheets are irredeemable and need to be started from scratch again.