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==Overview==
'''Versioning '''(also referred to as '''SmartVersioning''') is a [[SmartSimple]] function that allows you to make concurrent versions of applications and forms while using a common set of underlying [[Custom Fields – General Information|fields]].
Without needing to change the content of previous versions or requiring a test-to-production environment, Versioning means you have the ability to store multiple versions of the same list of fields in a single location. You can test and use a new version prior to it going live.
Versioning works by starting with a core field-set that contains all fields from all applications, then allows you to choose which fields you want for any new version you're creating. You can add as many fields as you wish for your master '''baseline '''copy. When you're ready to create a new version of an application or form, Versioning takes a '''snapshot '''of your core field-set - that is, a copy of all the custom fields and their respective settings. This is the '''baseline '''that will be used as the starting point of your new version.
'''<u>Benefits of Versioning</u>''':
* Greatly reduces the work required to manage the changes that occur in forms and applications
* Easy creation, modification, and testing of forms prior to going live
* Preservation of past forms' values and appearance, allowing [[Global User Administrator|System Administrators]] to view previous form versions in their original format
<pre> You must be a user with SysAdmin privileges to configure the Versioning setting in your system. </pre>
==Configuration - Essentials==
===How Versioning Works===
'''Versioning '''works by first capturing all of the underlying fields that make up an application or form - this total set of fields is the '''"baseline." '''The baseline set of fields contains all of the fields in all application and form versions. The first step in using '''Versioning '''is to create a new "version" - this process includes giving that version a '''Name, Description, '''selecting the '''Application Name '''and '''Entity '''that contains the field-set, and taking a '''Snapshot '''of the field-set which creates the '''baseline. '''
Follow the steps below to create the baseline.
===Create a New Version===
1. Click on the 9-square menu icon on the top right of your page.
:: {{Icon-Menu}}
2. Under the heading '''Configuration, '''select '''Global Settings.'''
3. Under the heading '''System Configuration, '''click the hyperlink '''SmartVersioning.'''
:: [[File:Smartversioning.png|800px|border]]
Any existing versions that have already been created in your system may be listed here. If you want to edit these, simply click the '''pencil icon '''to the left of each version name.
4. To create a new version, click the '''+ icon '''on the top left.
:: [[File:New smartversion.png|800px|border]]
5. The New Version form will be displayed. Fill out the fields of this form.
:: [[File:New version form.png|600px|border]]
{| class="wikitable"
|-
|[[Image:How.png|50px'''Version ID'''|link=]]|This article number will explain be autopopulated.|-||'''howName''' you can implement this feature ||Provide an appropriate Name for use on your SmartSimple systemnew version.|-||'''Description'''||Provide a narrative description of your new version.|-||'''Condition'''||If applicable, insert in any conditions for the new version. See [[Versioning#Conditional Versioning]] for more information.
|}
* You must fill out at least the '''Name '''and '''Description '''fields to save a new version
* '''Tip: '''Naming versions with clear and appropriate titles/descriptions will be of great assistance. For example, clearly name the '''baseline '''version so that it is differentiated from any future versions (i.e. '''Baseline General Application'''). It may also be useful to follow a standard naming convention, such as naming the application and form versions based on their period name (ex: '''2016 Q1 General Application''') so that you know when the versions existed.
* '''Tip: '''Period-based dates such as '''Up to 2020 Budget Manager '''are particularly useful for future-facing Versioning; label the Version so that you know you will not make it active until the time has come.
6. When you are done inputting information into the fields, click the '''Save '''button.
==Overview=Create a Baseline===Once you have created and '''VersioningSaved ''' greatly reduces a new version, the work required page will reload to manage display the changes that occurs in forms date and applications. Versioning accomplishes this by allowing time stamp of the creation /modification, the name of concurrent versions the creator/modifier, and the '''Version Objects '''section. Through the '''Version Objects '''section, we will take the snapshot that comprises the baseline field-set for this version. :: [[File:New forms for smartversioning.png|800px|border]]1. Click into the '''Select Application '''field - a drop-down list of applications and forms all using available {{UTA}}s within the system will appear. :: [[File:Smartversion select apps.png|250px|border]]Pick which application for which you would like to save a common set version of underlying its fields. The result allows for 2. After selecting an application, click into the '''Entity '''field which will open a drop-down list of the easy creationassociated [[Entity|entities]] with that application. All {{L1}}, modification{{L2}}, and testing of forms pre-launch. Other benefits include the preservation of past forms values and appearance, allowing admins to view previous form versions in their original format{{L3}} entities will be available.
'''Note: Global Administrator ''' privileges are required If no specific level is chosen, the system will default to configure this settingthe {{L1}} of that application.For example, it will default to '''Budget '''if the application in question is the '''Budget Manager. '''
3. Once both the '''Application Name '''and '''Entity '''have been chosen, click the button on the right side: '''Take Snapshot. '''
:: [[File:Smartversion created.png|800px|border]]
The details outlined in red comprise the snapshot that you have taken - all the fields that were included with that application and entity level at the time that the snapshot was taken is what makes up the '''baseline. '''
===Finding the Current Version===
Having followed the steps from the previous sections, you have just enabled Versioning onto your system and created your first snapshot. By default, your '''Current '''is your '''baseline '''version. You can verify the current version used in your system at any time by following the steps below:
2. Click on the UTA settings icon - the '''gear icon '''- which will allow you to enter into '''Configuration Mode. '''
4. Locate the '''Current Version '''field, which will display the current version of that UTA.
:2: [[File:Smartversion current version. Under png|500px|border]]'''Note:''' To change the System Configuration sectioncurrent version, click on the dropdown menu and select the new version you would like to activate, then click the "Activate" button, and finally click the '''SmartVersioningSave'''::[[Image:versioning_system_configurationbutton at the bottom of the window.png|link:|700px]]
===Custom Fields and Versioning===
Once Versioning is enabled against a UTA object, then the list of [[Custom Fields]] related to that object will also indicate an '''Active Version '''on the top right of the page.
:: [[File:Gear icon.png|border]]
2. Click into the tab for the level of object that you have enabled Versioning for.
At the top of the list of custom fields will be the '''Version '''combo box.
[[Image:Select_custom_field_version2017.png|900px|border|link:]]
There will also be a '''Set''' button to allow users to [[Versioning#Editing_Fields_in_Versions|edit fields]] in a specific version, and a '''Diff''' button to allow users to [[Versioning#Comparing_Fields_in_Versions|compare fields]] in one Version with another version.
[[Image:Single_custom_field_version2017.png|900px|border|link:]]
You can do so by clicking the 9-square menu icon on the top right of your page ({{Icon-Menu}}), and selecting the UTA under the heading '''Applications.'''
2. Click on the '''gear icon '''above the UTA name, which will bring you into the UTA settings in '''Configuration Mode.'''
4. Click on the '''Custom Fields '''hyperlink.
:: [[File:Edit fieldd.png|200px|border]]
You will be brought to the '''Custom Field '''edit page of that field. Make any required changes to the version you are working on.
* Remember, these edits will only affect the current version you are editing - which can always be known with the text box at the top right - unless you are making changes to the '''baseline '''version.
* To learn more about editing a Custom Field, see our [[Custom Fields – General Information#General Settings|Custom Fields - General Settings]] page.
==Custom ==Deleting Fields and Versioningin Versions====It is very important you always double-check the version that you are editing. '''Always be careful''' when deleting fields from the baseline version. Deleting fields from the baseline will delete those fields from all associated applications and forms. Any new snapshots that are taken afterwards will not include the deleted fields. As well, deleting fields from baseline will remove your ability to reference those fields and their values, thus removing the ability to use the previously stored values.
:: [[File:Smartversion deleting field.png|900px|border]]
:
:* Remember, you can always note which version you are in with the '''Active Version '''text box that appears on the top right of your page.
2. Click on the '''gear icon '''above the UTA name, which will bring you into the UTA settings in '''Configuration Mode.'''
:: [[ImageFile:Single_custom_field_version2017Gear icon.png|link:|900px|border]] 3. Click on the desired tab for {{L1}}, {{L2}}, or {{L3}} entity associated with the UTA. The levels go in sequential order - the first tab after the '''General '''tab represents the Level 1 Entity and so on.
4. Click on the '''Custom Fields '''hyperlink.
To toggle between which versions you would like to compare this custom field against, simply select different versions by clicking into each '''Version '''field.
:: [[File:Smartversion comparison.png|750px|border]]===Editing fields in Versions=Creating a New Field====Best practice for creating new fields are to add them to the''' baseline''' version first. This makes the new field available to all versions once an update snapshot is taken.
You can do so by clicking the 9-square menu icon on the top right of your page ({{Icon-Menu}}), and selecting the UTA under the heading '''Applications.'''
:1. Navigate to the desired UTA:2[[File:Gear icon. Click on the UTA Settings iconpng|border]] :3. Click on the appropriate Level 1desired tab for {{L1}}, 2 {{L2}}, or 3:4or {{L3}} entity associated with the UTA. Click on The levels go in sequential order - the first tab after the '''General ''Custom Fields" link.:5. Select 'tab represents the versions to be compared from the 2 drop-downs. :7. The screen should automatically refresh Level 1 Entity and show the custom field settings for the 2 versions side-by-sideso on.
See [[Versioning#Create a Baseline|Create a Baseline]] for details on how to take a snapshot.
===Adding all new field =Add or Update Individual Fields to existing an Older Version====Sometimes a user may wish to apply a new custom field to an older version, or they might want to apply changes made in a single field without taking a snapshot that might apply unwanted updates in other fields to the old version.
2. Click on the '''gear icon '''above the UTA name, which will bring you into the UTA settings in '''Configuration Mode.'''
The '''Copy to Older Version''' option list of Custom Fields will allow users to do thisbe displayed.
<pre> If a field is not selected, then the Copy to Older Version function will not show up. </pre>
6. Click the '''Copy to Older Version '''option which looks like a '''two page icon '''on the top row of buttons.
:: [[ImageFile:CopyToOldVersion2Smartversion copy to other versions.png|700px650px|border]] {| class="wikitable"|-||'''Version'''||Check the box next to the name of the version that you want to update this field to. You can also choose '''Select All '''if you want to apply this updated field to all of the older versions.
|-
||'''If field already exists'''
||
If the field already exists on the selected versions, then updates will only occur if users specifically select the '''Update '''option.
If you select some custom fields and click on the a user leaves this option as '''Copy to Older VersionIgnore, ''' button then you are presented with changes will not be applied to the Copy to Older Versions screenfield that already exists in older versions.
The modal window will refresh and provide a confirmation message of '''Update Completed '''if the field was successfully updated to the older version(s).
:1: [[File:Smartversion choose version. Navigate png|400px|border]]Toggling between the different versions will allow you to easily flip between the desired UTA:2. Open the desired application / existing form :3. From the Version dropdown option, select the and your modified version so that you with to viewcan keep track of what the changes will employ from an applicant perspective.
You can do so by clicking the 9-square menu icon on the top right of your page and selecting the UTA under the heading '''Applications.'''
:: [[File:Gear icon.png|border]]
3. Click on the desired tab for {{L1}}, {{L2}}, or {{L3}} entity associated with the UTA. The levels go in sequential order - the first tab after the '''General '''tab represents the Level 1 Entity and so on, in chronological order.
5. Click into the drop-down list of available versions and select the version you wish to make active for your UTA.
6. Click on the '''Activate '''button to the right of this field.
7. A confirmation message will appear - click '''Yes. '''
:1. Navigate to the desired UTA:2. Click on the UTA Settings icon[[File:3Smartversion successful activation. Click on the appropriate Level 1, 2, or 3png|200px|border]]:4. Under the UTA Properties section, locate the '''Current VersionNote: ''' field.:5. From the dropdown options select Once an application or form is made active, all new submissions that are completed will be associated with the current version - however, past submissions retain their original version you wish to make active.:6. Click on the '''Activate''' button.:7. Click '''Save'''information.
1. Navigate to the desired UTA.
You can do so by clicking the 9-square menu icon on the top right of your page and selecting the UTA under the heading '''Applications.'''
:1. Navigate to the desired UTA:2. Add a check mark to the check box for each application and form you want to bulk update:[[ImageFile:Batch_update_version_checkmarkBatch update button 2019.png|link:|600pxborder]]The Batch Update modal window will appear.
4. On the left side, you are able to select which fields you want to update. As soon as you select a field, its options will appear on the right side. Either select from the '''drop down '''or use the '''binocular icon '''to look up the options that you can choose to batch update the records to for each field.
:: [[File:Batch update process 2019.png|400px|border]]
5. Once you are done selecting your batch update options, click the '''Update '''button at the bottom of the modal window.
:4: [[File:Custom batch update button 2019. From the png|150px|border]]If you select '''Batch Update version to:Copy, ''' drop down field, select the new version:5. Select the a confirmation message will appear to confirm that you want to ''copy 'Batch Update''' button:and trigger the [[Image:Batch_update_window.png|link:Workflows Overview|600pxworkflows]]associated with all selected records.
If you select the second option (Approved),''' '''you will run the '''Batch Update '''to change the status and trigger the [[Workflows Overview|workflows]] associated with all selected records.
==Configuration - Advanced==
===Conditional Versioning===
'''Conditional Versioning''' allows for a customized version of an application or form to be displayed to specific users based on conditions you set.
Conditions can include (but are not limited to):
::* Geography::* Role::* Organization type::* Gender::* Age::* Past Activities::* Many, many more
Conditions can also be based on the individual fields that make up an application or form. Any field can be the basis of a condition.
:
Each Version has a Condition field. In the example below the condition looks at Country field value entered against the current users profile, and will only display the current version if the Country is not set to Canada.
See [[System Variables]] and SmartSimple's [[Variable List]] for more information about which variables you might want to use when setting conditions.
[[Image: ConditionalVersion2.png|700px]]
==Also See=Reporting with Versions=[[Versioning - Why?]] {|class="wikitable"|-|[[Image:Why.jpeg|50px|link=?]]|Click After more than one Version is created, you can select which Version you would like to include in your [[Versioning - Why?|hereReports]] to learn why this feature is a benefit to your organizationby searching through the versions.|}
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[[Category:Versioning]]
