Learn VersionPoint Open the test version

Final project25 minutesThe Lake Shuttle, version 3

A full round on the practice release

Send the release to Sky Counsel in the Office of General Counsel, bring it back, decide every revision, and finish the release, on your own.

Why it matters

This is the job from end to end: one review copy to one named reviewer, every edit decided with a reason, notes kept out of the copy that goes out, and a record that answers for every line. Work through the checklist with the test version beside you, and look back at a lesson whenever you need to.

Watch

The Bring back Sky Counsel's copy form with a red alert. Callout 1 marks the alert: This is the copy for round 1 (Riley Planner), not the one for round 3. The Choose the Word file box is still there to try again.
The wrong file is turned away, and nothing is brought in.
  1. This is the copy for round 1 (Riley Planner), not the one for round 3. Every copy carries its own hidden mark, so VersionPoint knows whose copy it is. Choose the right file in the same form.
The round page for Round 3: Sky Counsel, sent from version 3, 0 of 3 decided, with no warnings. Callout 1 marks the heading Round 3: Sky Counsel. Callout 2 marks Asked to check: "Legal review before release." Callout 3 marks the quote paragraph, where ", free" is struck through as removed, numbered 1. Program is underlined as added after Clean Commute Grant, numbered 2, and Service may be canceled in severe weather. is underlined as added, numbered 3. Callout 4 marks the tabs Revisions (3) and Margin notes (1). Callout 5 marks card 1, Removed, with Accept, Reject and the Why? box. Cards 2 and 3, both Added, are below it.
Sky's copy, back: three revisions and one note.
  1. Round 3: Sky Counsel.
  2. Your note to Sky, Asked to check:, so you can see what they were asked.
  3. Revision 1: , free struck through as removed from the Director's quote. Revisions 2 and 3 are underlined as added.
  4. Revisions (3) and Margin notes (1): Sky's note on the weather line.
  5. Card 1, waiting for your decision.
The right side of the round page after deciding. Callout 1 marks the Finish button, now ready, beside 3 of 3 decided. Callout 2 marks card 1's reason box: The Director approved the quote as written. Card 1 is tagged Removed and Rejected. Callout 3 marks the Accepted tag on card 2, Added Program. Callout 4 marks the Accepted tag on card 3, Added Service may be canceled in severe weather.
All three decided, with the reason on the one you rejected.
  1. Finish is ready at 3 of 3 decided.
  2. Your reason on card 1. It's saved when you leave the box.
  3. Card 2, Accepted.
  4. Card 3, Accepted.
Two notes on version 4. Callout 1 marks Riley Planner's round 1 note, quoting "Clean Commute Grant": Check the grant name with the grants office, with Drew Grants's reply, The full name is the Clean Commute Grant Program, and Sam Sample's reply, Use the full name in the next round. Callout 2 marks Sky Counsel's round 3 note, quoting "No ticket or reservation is needed.": Add the weather line so riders are not promised service in a storm. Neither note says its words moved or changed.
On version 4, the notes still sit on their words.
  1. Riley's grant note from round 1, still on Clean Commute Grant, with both replies. Sky's Program settled it.
  2. Sky's note, on No ticket or reservation is needed.
Round 3 in the record. Callout 1 marks the heading Round 3: Sky Counsel; the line under it says it was sent by Sam Sample from version 3, came back, and was finished by Sam Sample, making version 4, and that Sky was asked to check: Legal review before release. Callout 2 marks Rejected, Sam Sample on revision 1, Removed: , free. Callout 3 marks the reason: The Director approved the quote as written. Revisions 2 and 3 are Accepted, Sam Sample. Under Margin notes, Sky Counsel's note on "No ticket or reservation is needed."
Record: round 3, with your decision and reason.
  1. Round 3: Sky Counsel, from version 3 to version 4.
  2. Rejected, Sam Sample.
  3. Your reason, under Why. If the Director's office ever asks why legal's edit didn't go in, this is the answer.
The Rounds list after the release is marked final. Callout 1 marks Round 3: Sky Counsel, tagged 2 of 3 accepted, 1 note, made version 4. Below it: Round 2: own edits by Sam Sample, Round 1: Riley Planner, and the import. Callout 2 marks the Reopen for review and Archive links at the end.
After Mark this document final: four versions, three rounds, and a release that's done.
  1. Round 3: Sky Counsel, 2 of 3 accepted.
  2. Reopen for review brings it back if the release has to change. Archive moves it to Archived on Documents.

Try it

Start on the document page of Lake Shuttle news release, version 3: lesson 9 traced a clean copy but didn't change the release, so choose Documents, then the release. Sky Counsel's returned file comes from the reviewer's desk. Here's what Sky does, and what you'll decide:

#Sky Counsel's editYour decision
1Removes , free from the Director's quote: Now it is a short, free ride from downtown.Reject. Why: The Director approved the quote as written.
2Adds Program after Clean Commute GrantAccept. It's the full name Drew Grants gave in round 1.
3Adds Service may be canceled in severe weather. after No ticket or reservation is needed.Accept

Sky also leaves a note on No ticket or reservation is needed.: Add the weather line so riders are not promised service in a storm.

Practice files

Send it out

  1. Choose Send for review. In Who is it for? type Sky Counsel, and in What should they check? type Legal review before release. Leave Lock Track Changes on unticked, since Sky may open the copy in Word in a web browser. Choose Make the copy, then Done. Lake Shuttle news release - for Sky Counsel - round 3.docx downloads, and the banner says Out with Sky Counsel.
  2. On the reviewer's desk, choose Sky's copy, then choose Download the returned file.

Bring it back

  1. Choose Bring back the returned file. On purpose, choose Riley Planner's returned file from lesson 4, Lake Shuttle news release - for Riley Planner - round 1.docx. The form says This is the copy for round 1 (Riley Planner), not the one for round 3. Nothing is brought in.
  2. In the same form, choose Sky's returned file. Round 3: Sky Counsel opens with three revisions, Margin notes (1) and no warnings.

Decide

  1. On card 1 (, free removed), choose Reject. In Why? (optional, kept in the record) type The Director approved the quote as written. and press Tab to leave the box.
  2. Choose Accept on card 2 and on card 3. The page says 3 of 3 decided.
  3. Choose Finish. The version list says Version 4 (latest): After review by Sky Counsel, and Rounds shows Round 3: Sky Counsel, 2 of 3 accepted.

Check and finish

  1. Look at the notes. Riley's note still quotes Clean Commute Grant, and Sky's quotes No ticket or reservation is needed. Neither says the words moved or changed.
  2. Choose Clean copy. It passes with nothing worth a look. In Who is this copy for? type the web team, the people who post the release. Choose Download a clean copy, then Close.
  3. Choose Record and find round 3: revision 1 is Rejected, Sam Sample, with your reason under Why. Choose ← Lake Shuttle news release.
  4. Under Rounds, choose Mark this document final. The Final tag appears, Send for review and Edit it yourself go, and Reopen for review and Archive appear.
  5. Choose ← Documents. The release is tagged Final, version 4.

Check your work

The finished release, version 4, marked Final. At the top: the Final tag beside Version 4 (latest): After review by Sky Counsel, and only Clean copy, Record and Project file are offered. The release reads: Buses run every 20 minutes on Saturdays and Sundays from May 3 through September 27. The shuttle uses four buses, each carrying up to 40 riders. Every bus has a wheelchair lift and room for two bicycles. "Riverton families told us the lake was close but hard to reach," said Director Alex Placeholder. "Now it is a short, free ride from downtown." The service is paid for by a $1.2 million Clean Commute Grant Program. The grant pays for the shuttle through 2028. No ticket or reservation is needed. Service may be canceled in severe weather.
After the last steps: the finished release, version 4, marked Final.
The Documents page. Lake Shuttle news release is tagged Final, version 4. Riverside Trail opening (sample) is below it, still tagged 2 imported changes to decide.
On Documents: Lake Shuttle news release, Final, version 4.

Watch out for

Keep your old returned files apart. Every reviewer's file keeps the copy's name, so a downloads folder fills up with look-alikes. If you pick the wrong one, VersionPoint reads its hidden mark, turns it away and names the right round.
Leave the Why? box before you move on. Your reason is saved when you leave the box, with Tab, Enter or a click elsewhere.
Final isn't forever. Reopen for review brings the release back if a fact changes after it goes out. Its record keeps growing from where it stopped.

Well done

You took The Lake Shuttle from a draft to a finished release: four versions, three rounds, two reviewers, your own fix, and an answer from Drew Grants in the grants office on Riley's note. Every change was decided, every reason was kept, no note went out in a copy, and every clean copy carries a mark you can trace.

The proof is the record. Choose Record on the release: every version, who made each one and when, every revision with its decision and reason, and every note, ready to print or save as PDF. When someone asks why a line reads the way it does, that's your answer.

When you're ready, try the same steps on a made-up document of your own, or one that's already public. Keep real drafts out of the test version.