Versioning Documents

Versioning documents allows you to revise documents while preserving the original files. It is a secure way to work, as versioning preserves each step in a document's history; you can always return to earlier versions if necessary. For instructions, use the links below.

Note:  Worldox can be set to version files in two different ways. It helps to understand how versioning works at your site, in order to update and save files safely. Here is a look at how versioning options work. Please check with your Worldox Administrator if you have questions about how to version documents at your site.

•       Viewing document versions

•       Create a new version

•       Compare versions

•       Delete versions

Viewing document versions

1. Use the left-side navigation panel, search or other tools to find the worklist you need.

2. Highlight (select) the file for which you want to see versions in the Worldox worklist, then select Versions from the List pull-down menu. Or, right-click on the file and select List > Versions from the right-click menu. Or, click List Versions on the toolbar.

If there are multiple versions of the selected file, Worldox opens a new worklist listing them. Otherwise, you see the File > List > Versions message, saying there are no other versions.

Note:  You can also see versions by double-clicking the file listing. Worldox opens the File > Open dialog, asking your intentions. Click Display the Version List to see the version list.

Create a new version

Versioning documents in Worldox starts with opening the file, then continues with using the Save As command in whatever application is used to open it.

1. Use the left-side navigation panel, search or other tools to find the worklist you need.

2. Highlight (select) the file you want in the Worldox worklist.

Note:  Make sure the document you are versioning is already profiled in Worldox. If it has not yet been profiled, there is no profiled first version of the file to use for creating additional versions.

3. Select Open on the File pull-down menu. Or, right-click on the file and select Open from the right-click menu. Or, click Open in the Worldox toolbar. You can also open documents from within the Viewer window  by selecting Open on the File pull-down menu in that window.

Note:  You can also double-click a file listing to open it. If you do this - and the listed file has multiple versions - Worldox asks what you want to do, in the File > Open dialog. Click Open selected file to go ahead and open the file.

The file then opens in whatever application was used to create it originally (if available).

In the opened file/application:

4. Select Save As from whatever menu or other access point offers that choice. Depending on the application, you may be able to select file types. Selecting the same file type as the original document should trigger a Worldox intervention. There could be a short delay. Then the Save As dialog opens.

Note:  If you save the original document as a different file type, Worldox considers this a new profile situation and does not offer the Save As dialog choice.

In the Save As dialog:

5. Note the available choices. The versioning choice - when available - is always the second Choose Action choice:

In the above example, the user has opened the second version of a profiled file. Worldox knows the next version would be #3, so offers that choice. (If there were as yet no other versions of the document just opened, that choice would be to create version 2.)

6. Select that Save As Version choice, then click OK  This creates and saves your document as an additional, most-recent version of the original.

Compare versions

Note:  These instructions are applicable to all Worldox sites. Assuming document comparison is enabled and you have access rights to that feature, you should be able to compare documents this way. Worldox Productivity Suite users who have purchase the compareDocs module have additional comparison options.

1. Use the left-side navigation panel, search or other tools to find the worklist you need.

2. Right-click the file for which you want to compare versions in the Worldox worklist, then select Compare Files from the right-click menu. That opens the File > List > Compare dialog, with the two most recent versions listed for comparison. (If there are no versions to compare, you instead see the File > List > Versions message, saying there are no other versions.)

If you want to select versions to compare for this file:

1. Right-click on the file and select List > Versions from the right-click menu. Or, click List Versions on the toolbar. If there are multiple versions of the selected file, Worldox opens a new worklist listing those versions. (Otherwise, you see the File > List > Versions message, saying there are no other versions.)

Note:  You can also see versions by double-clicking the file listing. Worldox opens the File > Open dialog, asking your intentions. Click Display the Versions List to see the version list.

2. Assuming there are multiple versions to compare, you are now looking at a worklist showing all versions. Highlight (select)  the two versions you want to compare , then click Compare Files on the toolbar. That opens the Version > Compare dialog, which is identical to the File > Version > Compare dialog except for the name.

In the File > Version > Compare  or Version > Compare dialog:

4. Select the comparison program to use.

Installed comparison programs list in the Compare Using field. Highlight (select) the one you want to use.

Note:  If no programs list here - or you do not see the one you want  - please speak with your Worldox Administrator. Comparison programs can be added via the Version Control: Compare Programs dialog (reached by clicking Properties here); this is most often handled by Worldox Administrators.

5. Accept or select the comparison order.

As the File > Version > Compare dialog opens, the Original (base for comparison) file is always listed first, with the Modified file beneath it. You can file order if necessary, to make the other file the base for comparison. Just click either Original > Modified  or Modified > Original.

6. Change files being compared (optional).

If you realize at this point that the wrong versions are selected, you can change one or both files, by clicking Browse for Original  or Browse for Modified. That takes you back out to the worklist from this dialog was accessed. Double-click an alternate file to select it there. That returns you to the File > Versions > Compare dialog, where the new selection lists in the appropriate section.

7. With files to be compared and comparison program selected, click OK to start the comparison.

Delete versions

Deleting a file version works much the same as deleting any file in Worldox. You may need to open the list of versions for the file first:

1. Use the left-side navigation panel, search or other tools to find the worklist you need.

2. Highlight (select)  the file for which you want to see versions in the Worldox worklist, then select Versions from the List pull-down menu. Or, right-click on the file and select List > Versions from the right-click menu. Or, click List Versions on the toolbar.

If there are multiple versions of the selected file, Worldox opens a new worklist listing those versions. Otherwise, you see the File > List > Versions message, saying there are no other versions.

Note:  You can also see versions by double-clicking the file listing. Worldox opens the File > Open dialog, asking your intentions. Click Display the Version List to go ahead and see the version list.

3. Find the version  to delete. Highlight (select) that listing, then,select Delete from the File pull-down menu. You could also click Delete in the toolbar, or right-click with the file highlighted and select Delete from the right-click menu.

That opens the File > Delete dialog. The delete process there is exactly as described in the Delete files topic.