Document Management: Document Version History
FAQ
As covered in the support article on document
version control FileHold retains unique copies of each version of
each document as it is checked out and back into the FileHold library.
When viewing documents in folder view or search results list etcetera
only the most recent version of the document is displayed. The following
support article covers how users can view previous document versions as
well as view the usage of files.
How do I view all prevIous versions of a document?
To view all previous versions of a document simply right click on the
document and select the History of Changes option. The document version
history list for the selected document will appear. See the below screenshot
for this menu option.
How do I know if there are other versions of a document?
The 'Ver' column of a folder view or search result listing shows the number
of versions of a given document. This column is highlighted in the above
screenshot. You can see here that there are 2 versions of the first 3
documents and 1 version of the remaining documents.
Which version of the document am I seeing when in
a folder?
Users are always viewing the most recent version of a document when in
a folder or search result or any list view of documents. The only exception
is when viewing the document version history list.
What am I seeing when I am viewing the document
version history list?
The document version history list is a list of all stored versions of
a document. In the below screenshot you can see the version history list
for a document that has six versions. Library Administrators or document
owners that have Publisher + Delete
access to the library are able to delete previous versions of documents
(in the case of document owners they can only delete previous versions
of documents they own whereas Library Administrators can delete any previous
version of a document). This means that the versions shown in the version
history list are the ones that have not been explicitly deleted. You can
see in this list when each version was checked in and who checked it in.
Here you can return to the folder view of a document by clicking the Back
to Folder button or view the Edits to Metadata or Usage of File for a
given version of a document. Other workflow specific options (not shown
below) include the sign-off sheets for document versions as well as the
workflow history for any versions involved in workflows.
I am searching against all versions of a document
when conducting a search?
By default no, for performance reasons only the most recent version of
the document is included in the search scope. As an advanced search setting
it is possible to include all versions of documents (most recent and all
previous) in the search scope. Use the following link to learn more about
advanced document search settings.
What does Show Usage of File mean?
Show usage of file is a log of all interactions (copying, checking out,
emailing, linking and more) other users have had with a given version
of a document and when they had them. To view the usage log for a document
version simply click on the version(s) you wish to view usage history
for and click the Show Usage of File button. The usage log for the selected
versions will appear.
What does the Edits to Metadata button do?
FileHold 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 Change
to Metadata button. The list of metadata edits will appear showing the
list of who made the metadata change, when they made it and what was changed.
To view a detailed description of the metadata edit simply click on the
change description.
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