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'''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>''':
<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.
==Enabling Versioning=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 forms for smartversioning.png|800px|border]]
1. Click into the '''Select Application '''field - a drop-down list of available {{UTA}}s within the system will appear.
:: [[File:Smartversion select entity.png|130px|border]]
Select the specific entity level of your application to make up the field-set that you wish to capture.
'''Note: 4 '''If no specific level is chosen, the system will default to the {{L1}} of that application. The For example, it will default to '''New VersionBudget ''' window if the application in question is displayedthe '''Budget Manager.:: [[Image:create_a_new_version.png|500px|link:]] '''
3. Once both the '''Application Name '''and '''Entity '''have been chosen, click the button on the right side: '''Take Snapshot. '''
:: [[File:Smartversion are you sure.png|500px|border]]
5. After you confirm, the '''Version Objects '''section of the version form will reload and display the time and stamp date of the 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:
1. Navigate to the desired {{UTA}} whose Version you want to confirm.
2. Click on the UTA settings icon - the '''gear icon '''- which will allow you to enter into '''Configuration Mode. '''
:: [[File:Gear icon.png|200px|border]]
3. Scroll down until the subheading '''Features and Options. '''
'''Note:''' To change the current 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 '''Save''' button at the bottom of the window.
===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.
1. After navigating to the desired UTA, click the '''gear icon '''above its name in order to enter '''Configuration Mode.'''
:: [[File:Gear icon.png|border]]
2. Click into the tab for the level of object that you have enabled Versioning for.
3. Click on the hyperlink labelled '''Custom Fields.'''
The '''Version''' combo box contains the name of the version of the application or form that you are currently editing. It is this field that allows you to switch between the different concurrent versions that are available. Here is where you will switch between the "Baseline" '''baseline '''application version, the current application version, and the new application you are building and testing.
The individual Custom Field Setting page will also include be an indication of the "'''Active Version" at ''' at the top alongside a Version combo box.
There will also be a '''Set''' button to allow users to [[Versioning#Editing_fields_in_VersionsEditing_Fields_in_Versions|edit fields]] in a specific version, and a '''Diff''' button to allow users to [[Versioning#Compare_fields_in_VersionsComparing_Fields_in_Versions|compare fields]] in one Version with another version.
===Deleting fields =Editing Fields in Versions====It is very important that 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 fields1. Also deleting fields from baseline will remove your ability to reference those fields and their values removing the ability Navigate to use the previously stored values. Deleting fields from versions that are not the baseline, will only remove those fields from the specific version you are editing and not other versionsdesired UTA.
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.
: 1. Navigate to the desired UTA: 2. Click on the UTA Settings icon[[File: 3Smartversion choose version. Click on the appropriate Level 1, 2, or 3png|400px|border]]: 4. Click on the '''The list of Custom Fields" link: 5. Click displayed will differ depending on what has been saved as the '''+''' icon to add a '''New Field''': 6. Add all fields required to create field-set for the new field. For details on creating custom fields click '''[[Creating Custom Fields|here]]'''.===Adding all new field to existing Version===Add all new field that has been added to the baseline to an existing version by updating the Versions snapshotyou choose.
* 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.
====Deleting Fields in 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.
:: [[ImageFile:CopyToOldVersion1Smartversion 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.
<pre> To delete an entire Version (not just an individual field), you can only do so when there are no fields attached to it. </pre>
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.'''
:: [[ImageFile:CopyToOldVersion_3Gear icon.png|700px|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.
:: [[ImageFile:CopyToOldVersion4Smartversion comparison.png|700px750px|border]]====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.
:: [[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.
5. Click on the '''+ ''''''icon '''on the left hand side to create a new field.
:: [[File:Create new field.png|350px|border]]
6. Input all the fields required to create your new field. For details on creating custom fields, see [[Custom Fields – General Information#General Settings|Custom Fields – General Settings]].
====Adding All New Fields to an Existing Version====
If you want to mass update fields to an existing version, you can easily do by updating the '''Version Snapshot. '''This will update the field-sets that comprise the selected Version, and will include any newly added fields added to the '''baseline '''since the last snapshot.
:: [[ImageFile: ConditionalVersion2Gear icon.png|700pxborder]] 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.
The list of Custom Fields will be displayed.
5. Select ''at least one ''custom field for which you want to apply its updated modifications to an older version.
<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.
:: [[File:Smartversion copy to older versions.png|350px|border]]
7. A modal window that allows you to choose which version you want to apply this updated field to will appear.
:: [[File:Smartversion copy to other versions.png|650px|border]]
{| class="wikitable"
|-
||[[Image:Why'''Version'''||Check the box next to the name of the version that you want to update this field to.jpegYou can also choose '''Select All '''if you want to apply this updated field to all of the older versions. |-|link=?|50px]]'''If field already exists'''||Click [[Versioning - Why?|here]] to learn why If the field already exists on the selected versions, then updates will only occur if users specifically select the '''Update '''option. If a user leaves this feature is a benefit option as '''Ignore, '''then changes will not be applied to your organizationthe field that already exists in older versions.
|}
8. Click the '''Submit '''button..
The modal window will refresh and provide a confirmation message of '''Update Completed '''if the field was successfully updated to the older version(s).
<pre> You cannot copy a Version ''into ''a core field-set; it is a unidirectional process. </pre>
===Viewing Changes to the Application/Form===
The changes that have been made to a version view can be viewed by opening the application or form and selecting the appropriate form document.
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.'''
2. Open the desired application or form.
3. From the '''Version '''drop-down option on the top right, select the version that you would like to view.
:: [[File:Smartversion choose version.png|400px|border]]
Toggling between the different versions will allow you to easily flip between the existing form, and your modified version so that you can keep track of what the changes will employ from an applicant perspective.
===Activating a New Version===
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.'''
2. Click on the '''gear icon '''above the UTA name, which will bring you into the UTA settings in '''Configuration Mode.'''
:: [[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.
4. Under the subheading '''Features and Options, '''locate the '''Current Version field.'''
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. '''
:: [[File:Smartversion activate confirmation.png|300px|border]]
8. Once the version has been activated, another confirmation message will appear to state that the activation has been successful. Click '''OK.'''
:: [[File:Smartversion successful activation.png|200px|border]]
'''Note: '''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 information.
===Batch Updating Records to Versions===
To update many different applications and forms in a new version, first start by creating the new version, then use the batch update feature to update as many applications and forms as desired.
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.'''
2. Check the box on the right of each application you want to bulk update.
:: [[File:Versioning batch update selected 2019.png|700px|border]]
3. Click on the '''Batch Update '''icon found on the top right of your page.
:: [[File:Batch update button 2019.png|border]]
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.
====Custom Batch Update====
Next to the Batch Update button is a '''down arrow '''button that allows you to '''Custom Batch Update. '''Options available include making a '''Copy '''of the applications as well as changing the status of the applications.
:: [[File:Custom batch update button 2019.png|150px|border]]
If you select '''Batch Update Copy, '''a confirmation message will appear to confirm that you want to ''copy ''and trigger the [[Workflows Overview|workflows]] 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.
:: [[File:Custom batch update example 2019.png|700px|border]]
:
:* In this example, a UTA with grants as the Level 1 Entity can be selected and batch '''Approved '''so that each [[Status|status]] of the grants selected changes to approved at once.
:* When you have successfully updated a record, the [[List View Overview|list]] will reload and there will be a pop-up notification at the top of your screen confirming the number of records that have been updated.
:* Note the '''Approved '''status of the record that was successfully updated. This record will now also appear in the second tab, in the list of '''Approved '''grants.
==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]]
===Reporting with Versions===
After more than one Version is created, you can select which Version you would like to include in your [[Reports]] by searching through the versions.
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[[Category:Versioning]]