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Versioning files is done automatically whenever a user overwrites a file. There are many ways in which eXo Platform will help you to create a new document version.
In the Documents application, there are two ways to create a version for a document. You can go to the folder that you want to create a new document version and try one of the following ways.
Upload a file (or multiple files) to this folder by using the Upload button on the Action bar or dragging/dropping this file directly from your computer.
If this is a totally new document and the versioning is enabled for the folder or the drive that contains this folder, the first version will be created as below:
If the versioning is not enabled, no version is created.
If there is an existing versioned document with the same name as the uploaded file, a popup with the following suggestions is shown:
In which:
Keep both: no version of the existing document is created, but a new document is created with the same name (as a sibling document).
Upload new version: a new version of the file is created with other information, such as title or description of the old document kept on the new version.
Cancel: the upload is cancelled.
Otherwise the existing document is non-versioned, there will be a different option for you to replace it instead of creating a new version:
This option will totally remove the previous document and its version history, then create a new document with other information, such as title or description from the new document itself.
The second way
Copy and paste a document (or multiple documents) to a folder which contains a document with the same name.
If the document is versioned, there will be a confirmation popup like this:
In which, the options Keep Both, Create a new version and Cancel are exactly the same as the Keep Both, Upload new version and Cancel options respectively in the first way. Besides, if you upload multiple files, ticking the checkbox "Remember my choice for all others versioned documents" will apply the selected option for the remaining versioned files.
If the document is non-versioned, the options will be the same as those in the first way:
Ticking the checkbox "Remember my choice for all others non-versioned documents" will apply the selected option for the remaining non-versioned files.
There are also two cases that you probably need to create a document version.
The first case
Select the File Upload from the Activity Stream or the top navigation bar.
Upload a file to a folder that contains a document with the same name:
If the document is versioned, there will be an alert like this:
In which, the options Keep Both, Create a new version and Cancel are exactly the same as the Keep Both, Upload new version and Cancel options respectively in this case.
If the document is non-versioned, the options will be the same as those in this section:
Note
If none of these actions is chosen, the new version of the document is not used and the upload is cancelled.
The second case
Click
in CKEditor.
Upload a file to a folder that contains a document with the same name:
If the document is versioned, there will be an alert like this:
In which, the options Keep Both, Create a new version and Cancel are exactly the same as the Keep Both, Upload new version and Cancel options respectively in this case.
If the document is non-versioned, the options will be the same as those in this section:
Note
If none of these actions is chosen, the new version of the document is not used and the upload is cancelled.
The first way
Open a versioned document that you want to create a new version in the Preview Mode.
Click the Upload a new version button on the Action bar.
Select a file to upload. Notice that the uploaded file does not need to have the same name as the versioned document, but it should be the same file type.
Once the file is selected, a new version with the same name as the current document is automatically created. One success message will be displayed.
The second way
Right-click the versioned document that you want to create a new version.
Select the Create a new version button from the popup menu.
This will automatically create a new version of the document based on the current version so that you can change the document properties on this version while its content is still kept.
It is pretty simple to create a version for a document via WebDAV. You just need to access WebDAV and upload a file to a folder. Several cases will happen as below:
If this is a totally new document and versioning is enabled for the folder or the drive that contains the folder, its first version is created.
If there is an existing non-versioned document with the same name, the new document will replace the existing one.
If there is an existing versioned document with the same name, a new version will be created.