5. Versions
Versions is a useful tool that allows users to make multiple copies of the working document. The user maintains a working version, or active version, and can create multiple versions as the document progresses and changes. Any version can be restored as the active version (or document) with complete edit capabilities. Non-active versions are copies of the working document at various stages of development that are locked and unavailable for editing, similar to an archived copy. Versions are tracked by their name or ID.
Creating Versions
To create a new version of a document , select the file byHighlighting the name, Right Click, select "New," then select "Version."
The New Document Version dialog appears. Enter up to 12 alphanumeric charters, including spaces, for the version ID. Select OK. NOTE: It is important to use meaningful Version IDs that will allow users to track multiple versions of a document. Once a version is created, the document is Read Only; the version ID and description cannot be changed.
Note the new active version (highlighted in yellow) has Read and Write access (see icons), while the old version (highlighted in green) has Read only access.
Make use of the Description field to assist in version ID and to track version stages. Use the Rename command to change the description field. The example below shows a description change of the active version to "30% review."
Creating Versions Using Drag and Drop
Many documents originate outside of WFLHD. Most if not all of these documents will need to be in PW for document management, collaboration, and archival purposes. They can become versions as updates are received. When Using "Drag and Drop" for Document Creation (No Wizard) A document that already exists in the destination folder can be added by creating a version. PW recognizes that there is an existing document with the same name.
Perform the drag-and-drop operation. Select No Wizard then the Select an Action dialog appears.
Select the option "Create a new version of existing document." Then Select OK.
The Create Document Version dialog appears. Enter the new version name in the Version string format window. The "Preview" and "Hide Preview" toggle button will show the attached documents window (shown below), which indicates the document and version that will be replaced as the current version. Select OK.
Note the creation of a new current version (highlighted in yellow below).
Managing Versions
Users can revert back to a version if desired. To do this the active version must be checked in.
Highlight the document that is the active version, Right Click and Select "New," then Select "Version."
The New Document Version dialog appears. Select the "Edit" button to reveal an existing versions area.
Enter new version ID. This field must be completed or the default rules. The old version will be copied as the active version but the original version will remain. Next, Highlight the version to be restored as the active version. Click Change.
Click OK.
Allow time for PW to create a new version. Pressing F5 is recommended before Selecting Close. Next, note that there are now two versions in the Versions area. The new version ID will become the active version.
Allow time.
Note the active version is now named "Original ver2" and the version we used to "Change ..." remains as a version.
Delete non-active versions via PW Explorer.
IMPORTANT:
When using the New Document Version dialog to delete an old version, select "Cancel" once deletion has occurred.
IMPORTANT:
Deleting the active version will delete ALL versions.