Many documents need to be edited and updated over time.
The problem with multiple versions
If you distribute updated documents as new files, problems arise:
Several versions of a document are in circulation at the same time
The people concerned no longer know which version is the current one
Confusion arises and possibly outdated information is used
The overview is lost
The solution: version management
How does version management work?
Instead of creating an additional, updated document, you replace the existing document with a new version.
Important to know:
The old version is not deleted
A version history is created
All "old" versions remain available via the version history
You can access previous versions at any time
Your advantages
Version management offers you numerous advantages:
Unique document structure
The document exists only once and is visible in Scopevisio Documents DMS
There are no duplicates or multiple files
The document structure remains clear
Consistent storage location
The new version of the document is in the same location as the previous version
You do not have to search for the current version
All links and approvals are retained
Automatic updating for everyone
Everyone always sees the latest version of the document at the same time
You don't have to manually inform anyone about updates
Everyone automatically works with the latest version
Complete history
Old versions are not lost
All versions are listed chronologically
You can go back to previous versions at any time
The development of the document is traceable
Update document
How to upload a new version of a document:
Step 1: Select document
Click on the document you want to update.
Step 2: Open the versions area
Click on the "Versions" tab.
Step 3: Upload a new version
Click on "New version"
The Windows Explorer or the Mac Finder opens
Select the updated document from your computer
Confirm the selection
Step 4: Wait for upload
The new document is uploaded
A version history is created (if not already available) or extended
The new version automatically becomes the current version
Result
The current version is always displayed as a preview
All users immediately see the new version
The old version remains in the version history
Manage older document versions
Access to the version history
Even if only the current version is displayed as a preview, "old" versions are not deleted.
Where can I find older versions?
Open the "Versions" tab of the document
All versions are listed chronologically
The latest version is at the top, the oldest at the bottom
Available actions for older versions
The following options are available for each version in the history:
1. make it the current version
You can make an older version the current version again
This is useful if you want to revert to an earlier version
The previous current version becomes the older version in the history
2. download
You can download each version individually
This is useful for comparison or archiving purposes
The downloaded version can be saved locally
3. display in full screen
You can view each version in full screen mode
This allows a detailed view of the older version
You can check the content without downloading the version
4. delete
You can delete individual versions from the history
Important: Only the owner of the document can delete versions
Attention: Deleted versions cannot be restored
Think carefully before deleting a version
Important note on deletion
Authorisation:
Only the owner of the document can delete versions
The owner is the person who originally uploaded the document
Or the person to whom ownership has been transferred
Finality:
A deleted version cannot be restored
There is no way to undo the deletion
Make sure that you really no longer need the version
Summary: Version management in Scopevisio Documents allows you to manage versions professionally and clearly. Everyone involved automatically works with the current version, while the history is completely retained.