Version Control and Version History

FileHold’s records management solution retains a unique copies of each version of each file as it is checked out and back into document management system.

When a document is checked back into the document management system and changes have been made, FileHold automatically creates a new version of the document. The versions are simply numbered 1,2,3,4,etc.... unless the administrators enable and configure the version control settings differently in the administration section of the web client.

When viewing a list of documents list only the most recent version of the document is displayed by the records management system. However, users can access the previous versions of a file.

Viewing Previous Version of a Document
To view all previous versions of a file in the document management system, simply select the document and click on the number of versions link in the Version Column. A list of the previous versions will appear and users can open these files and in fact use them as they would the latest version.

Previous Version Count
The 'Ver' column of a list of files will shows the number of versions of a given document held in the document management system. This column is shown in the above screenshot. You can see here that there 5 versions of the selected document.

Folder View Shows the Latest Version of File in the Document Management System
Users are always viewing the most recent version of a file held in the document management system when in a folder or search result or any list view of documents.

Viewing the Document History List
The version history list is a list of all stored versions of the file in the records management system.

Deleting Versions of a Document from the Records Management Software
Library Administrators or document owners that have Publisher + Delete access to the document management system are able to delete previous versions of files. Document owners may only delete the previous version of a document whereas Library Administrators can delete any version(s) of the file in the document management system. This means that the versions shown in the version history list are the ones that have not been explicitly deleted.

How to Search for previous Versions when Looking for a File in the Document Management System
For system performance reasons only the most recent version of the document is included in the search scope. However, users can set the advanced search setting to include all versions of documents (most recent and all previous) stored in the document management system in the search scope. More about advanced document search settings.

Reinstate as Latest Version
When viewing a list of the previous versions of a document, the user can reinstate any of the previous versions of the document.

Select the previous version

Click on "Reinstate as Latest Version" from the list view toolbar

Edits to Metadata Button
The document management system logs all edits to metadata made to each version of a document. To view the metadata edits to a given version of a document simply select the version(s) from the history of versions list and click the Edits to Metadata button. To view a detailed description look at the "Show Metadata Edits" link in the History of Document Versions view. It will  show a list of who made the metadata change, when it was made and what was changed.