Document Versioning feature is used track or maintain the revisions that a document has gone through before it has been approved or published. In other words Document Versioning is nothing but management of multiple revisions of the same document. The whole idea of maintaining older versions of document is that you can revert back to an earlier version at any time.
When a document is modified it is usually represented by incrementing a number. For example, the first copy of a document is assigned the version number '1'. Now, if this document is modified then the version number is incremented to "2" and so on. If the same document is edited by two or more people then along with the Version increment, the person‘s name and the time/date at which it was edited is also recorded.
The Document Versioning is commonly used by doctors, lawyers, engineers and various other organizations and businesses.
Globodox is a document management software with document versioning feature that allows you to create and retain multiple versions of the same document. It also features an integrated set of tools for scanning, indexing, searching, securing, sharing, auditing and workflow.
You can select and add or scan and add a document as a newer version of any document stored in a Globodox DB. Globodox then stores the existing document as an older version, increments the version number and adds the new document as the current version. This is the simplest form of versioning.
You can see versioning in action by performing the steps below...
- Add a document to Globodox, let’s say Acme.txt
- The version number of this document will be 1.0
- Now add another document called AnotherAcme.txt as a new version of Acme.txt
- Globodox will add AnotherAcme.txt as the latest (current) version of Acme.txt
- The version number for AnotherAcme.txt will be 2.0.
Every time you open a document (check-out) for editing and then close it after editing, Globodox will store the current version of the document as an old version, increment the version number by one and then add the document being checked in as the new version.
Example:
- Assuming that the Create a new version on document check-in option has been enabled.
- Add a document called Acme.txt.
- The version number of this document will be 1.0
- Now checkout Acme.txt, modify it and then check it back in.
- Globodox will store the 1.0 version of Acme.txt as an old version.
- Globodox will add the modified Acme.txt as the latest (current) version of Acme.txt
- The version number for the newly added Acme.txt will be 2.0
Globodox will also allow you to promote an old version of a document to the latest version at any time.
Example, let’s 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.
You can have an unlimited number of versions for each document or set an upper limit for the number of versions.
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