Document Versioning - FAQ

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What is the document versioning feature?

The document versioning feature allows you to create and retain multiple versions of the same document.

Why is it useful?

The versioning feature is useful, if you modify a document on a regular basis and need access to old copies of that document.

For what file types does the document versioning feature work?

The document versioning feature works for any file type.

How can I enable the document versioning feature for an existing Globodox DB?

To enable the Versioning feature...

In Globodox, click Globodox button.
Now, click the Options button. The Options window will be launched.
Click the DB Options node in the left pane. The DB options will now be displayed on the right pane.
Check the Enable document versioning option of Versioning.

Note: When you enable the document versioning feature for an existing Globodox DB (for which versioning was never enabled before), all documents currently added to the Globodox DB are assumed to be version 1.0.

What do the additional versioning options do?

The additional versioning options let you control how the versioning feature works.

Always create a new version on document check-in

If the Document Check-in/Checkout feature has been enabled, you can specify that a new version of a document must be automatically created when a document is checked in. For this check the Always create a new version on document check-in option.

Retain up to [ _ ] version for each document

By default Globodox will retain copies of all the older versions of a document. For frequently modified documents, this can take up a lot of disk space. You can configure the document versioning feature so that only a few older version copies are retained. For this check the Limit the number of older version document copies retained option and specify the number of copies you want to retain.

How can I disable the document versioning feature?

To disable the document versioning for an existing Globodox DB...

In Globodox, click Globodox button.
Now, click the Options button. The Options window will be launched.
Click the DB Options node in the left pane. The DB options will now be displayed on the right pane.
Uncheck the Enable document versioning option of Versioning.

How can I create new versions of a document?

The simplest way of creating a new version for a document is to select that document in the List View pane. The document will now be displayed in the Details pane.

Now, click the Versions tab.

Click this Add button and select the Add version from disk... (or the Add version from scanner...) option.

The version number of the document will be incremented by one and the document you select (or scan) will be stored as the new (current) version of the selected document. The existing version of the document will be stored as an older version.

 

When you enable versioning for a Globodox DB, you can also enable the Create a new version on document check-in option. With this option enabled the version number of the document is automatically incremented by one, every time you check-in the document. The existing version of the document is stored as an older version.

How many old version copies can I have stored for each document?

You can have an unlimited number of old version copies for each document. However to conserve storage space you may set an upper limit. For this...

In Globodox, click Globodox button.
Now, click the Options button. The Options window will be launched.
Click the DB Options node in the left pane. The DB options will now be displayed on the right pane.
Check the Enable option of Versioning.
Check the Retain up to [__] versions for each document option.
Specify the number of copies you want to retain.
Click the OK.

The upper limit you set will apply to all documents added to that Globodox DB.

What happens when the "number of old version copies" limit for a document has been reached?

When you try to create a new version after the specified limit has been, Globodox deletes the oldest version before adding the new version of the document.

For Example

If the limit for a document is 6, the oldest version stored is 1.0 and the current version is 6.0, then when you try to create a new version, Globodox will delete version 1.0 and then create version 7.0.

How do I view old versions of a document?

To view old versions of a document, select that document in the List View, the document will now be displayed in the Documents Details pane, now click the Versions tab on the left bar of Document Details pane. All the older versions of the selected document will now be displayed in the Versions pane.

What if I want to make an old version of a document, the current version again?

Select that document in the List View, the document will now be displayed in the Documents Details pane, now click the Versions tab on the left bar of Document Details pane. All the older versions of the selected document will now be displayed in the Versions pane. Now select the version that you want to make the current version again. Click the Promote button of the Versions toolbar.

 

For example:

Lets assume that the current version of a document is 6 and you promote an older version 4 as the current version. Globodox will make a copy of version 4 of the document and promote that copy as version 7. Version 6 of the document will be saved as an old version.

How can I delete an old version of a document?

Select that document in the List View, the document will now be displayed in the Documents Details pane, now click the Versions tab on the left bar of Document Details pane. All the older versions of the selected document will now be displayed in the Versions pane. Now select the version that you want to delete. Now click the Delete button of the Versions toolbar.

 


Related Topics

Enable Versioning
View Documents Versions
Document Check-in/Check out
Document Encryption

 

 


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