Manage new versions of a file

By default, you can add a new version of a file and manage older versions on the Audit history page.

Any user with

Update file

permissions for a folder can add a new version to a file in that folder.

To start, select

More Actions

for the file and then

Add version

.

The

Add new version

page is virtually identical to the

Add single file page

, with the same options, such as overriding the notification settings or adding a task to the file.

Select

Choose File

to select the new version of the file from the local computer. A user can also optionally edit the file's

Name

and

Tags

. (If the name of the new version of the file is different from the prior version, the name of the prior version will still be shown in the Name field. A user can manually change this to the new version name, if required.) The

Name

and

Tag

values will be the same for all versions of the file. Although optional, it is strongly recommended that a

Version note

be included, to indicate how the new version differs from previous versions.

Finally, a marked-up copy of the file can be added with

Choose File

. The marked-up copy is typically a redline that has been created using comparison software, showing the changes that were made between the new version of the file and the prior version.

When everything has been filled out appropriately, select

Add

to add the new version, or

Cancel

to return to the list of files without adding a new version.

To access the version history, navigate to

More Actions

>

Audit History

.

On the

Audit History

screen, select the

Versions

tab to display a list of versions.

To view/edit notes for the current version or a previous version, select

Add

.

Select two versions of the document, then select

Compare

. This opens the comparison viewer

Select

More actions

for the version to download, then

View

. The version opens in the document viewer.

Select

More actions

for the version to download, then

Download original

.

You can restore an earlier version so that it becomes the current version. This may be necessary to replace an accidental update.

Open the

Audit history

screen; select the version to be restored, then select

More actions

and

Restore

.

Confirm you want to restore the older version, then select

Confirm

.

You can delete an earlier version of a file. This may be necessary to remove content for compliance.

Open the

Audit history

screen; select

More actions

and select

Delete

next to the version you want to delete.

Select multiple checkboxes to delete multiple versions in one process. Click the

Delete

button to delete your selection.

Select

Delete

to confirm you want to delete the version or versions.

Select

Close

to view the contents of the current folder. All file metadata is updated to reflect the new version, including the file size, date last modified and author. If version information has been enabled for the site, the current version number of the file is also displayed.

If there is already a new version pending approval, another new version of the file cannot be added by any user, and the version pending approval or signature must either be signed, approved, rejected or withdrawn first.