Training Module: Sharing document versions with other organisations

Download the XML document for the exercise by clicking on the link you’ve been provided with. By default, the downloaded file is usually placed in the “downloads” folder on your computer.

Log in to Lawmaker.

From the Dashboard, create a new project of the type you need for the exercise. Give it a title such as [Your Initials] Drafting a bill. (See Creating a new project.)

From the Project tab for that project, select Document Actions > Upload document, and select the XML file for the exercise which you have downloaded. It can be uploaded into the default folder that has been created in the project. (See Create a new document by uploading an XML file.)

On the newly uploaded document version, select Actions > Update Document Information and update the Title to match the title you originally gave the project.

Duplicate this document version using Actions > Duplicate version and call the new version the name of this module. We will create a new document version per module.

Open the duplicated version in the Editor

From the Project tab, open the document version you intend to share.

In the Editor, check there are no mandatory Document Check errors. In our training scenario, there are a couple

The drafter of the bill left some empty spaces which can cause issues later on when processing the xml so it’s good practice to check for and remove these using Tools > Remove all leading and trailing spaces from the upper toolbar. When this update has run, the corresponding document check errors will disappear.

The second Part hasn’t been correctly numbered. When you renumber the whole document, this document check error will disappear. Trigger a renumber by selecting Tools > Renumber Provisions from the upper toolbar

As you have performed a renumber, it’s important to update cross references afterwards by selecting Tools > Update references from the upper tool bar which will make sure any cross references are quoting the correct provision number. Also check this doesn’t create more document check errors e.g. if a cross reference is no longer valid, these will be highlighted in the Document Check panel

Check the table of contents shows the clauses, schedules and any grouping levels in sequential order (i.e. a simple way of check whether the document has been renumbered following drafting). You’ve already run renumber in the step before so the table of contents should be correct. But you should re-insert a new table of contents to make sure the part number is correct by selecting Insert > Insert Table of Contents

Delete any remaining comments & tracked changes (click on the Review right-hand panel)

Delete any J-refs that might accidentally have been left in by selecting Insert > Delete All J-refs

Once you’re happy with the final version, save your changes and close the Editor using the Close Editor button.

On the Project tab, find the final document version and select Actions > Share version.

Select NI Assembly click on Share. The system will create a Significant Version which will appear on the right-hand side of the Project tab which will be read-only for you (and users in your organisation); but also read-only to NIA users to maintain the integrity of the document version that was shared.