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1. Click on the 9-square menu icon on the top right of your page.
:: {{Icon-Menu}} <br />2. Under the heading '''Configuration, '''select '''Global Settings.'''
3. Under the heading '''System Configuration, '''click the hyperlink '''SmartVersioning.'''
4. To create a new version, click the '''+ icon '''on the top left.
:: [[File:New smartversion.png|800px|border]]<br />5. The New Version form will be displayed. Fill out the fields of this form.
:: [[File:New version form.png|600px|border]]
===Create a Baseline===
Once you have created and '''Saved ''' a new version, the page will reload to display the date and time stamp of the creation/modification, the name of 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 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 version of its fields.
2. After selecting an application, click into the '''Entity '''field which will open a drop-down list of the associated [[Entity|entities]] with that application. All {{L1}}, {{L2}}, and {{L3}} entities will be available.
:: [[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.
4. A confirmation pop-up message will appear. Click '''Yes.'''
:: [[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. '''
* '''Note:''' You may want to capture fields-sets from the Level 1, Level 2, and Level 3. In this case you will repeat the steps above and create additional '''Version Objects '''lines to capture any additional objects, activities, or transactions.
===Finding the Current Version Version===Having followed the steps from the previous section, you have enabled '''Versioning '''just enabled Versioning onto your system and created your first snapshot. By default, your '''Current Version Current '''is your your '''baseline. 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.
'''Note: '''You can navigate to any UTA by clicking the 9-square menu icon on the top right and clicking on the UTA name under the heading '''Applications.'''
2. Click on the UTA settings icon - the '''gear icon '''- which will allow you to enter into '''Configuration Mode. '''
3. Scroll down until the subheading '''Features and Options. '''
4. Locate the '''Current Version '''field, which will display the current version of that UTA.
:: [[File:Smartversion current version.png|500px|border]]'''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.
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" application version, the current application version, and the new application you are building and testing.
[[Image:Select_custom_field_version2017.png|900px|border|link:]]
The individual Custom Field Setting page will also include be an indication of the "Active Version" at the top alongside a Version combo box.There will also be a
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#Compare_fields_in_Versions|compare fields]] in one Version with another version.
[[Image:Single_custom_field_version2017.png|900px|border|link:]]
===Deleting 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 fields. Also deleting fields from baseline will remove your ability to reference those fields and their values removing the ability 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 versions.
===Compare fields in Versions===
: 1. Navigate to the desired UTA
: 2. Click on the UTA Settings icon
: 3. Click on the appropriate Level 1, 2, or 3
: 4. Click on the '''Custom Fields" link.
: 5. Select the versions to be compared from the 2 drop-downs.
: 6. The screen should automatically refresh and show the custom field settings for the 2 versions side-by-side.
[[Image:Diff_custom_field_version2018.png|900px|border|link:]]
===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.
: 1. Navigate to the desired UTA
: 2. Click on the UTA Settings icon
: 3. Click on the appropriate Level 1, 2, or 3
: 4. Click on the '''Custom Fields" link
: 5. Click on the '''+''' icon to add a '''New Field'''
: 6. Add all fields required to create 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 snapshot.
See the section above titled: ''' option from the Take a Snapshot/Create a baseline'''for details on taking a snapshot.
The '''Copy to Older Version''' option will allow users to do this.
This is available against all UTA custom field lists, but only appears once at least one field has been selected.
If you select some custom fields and click on the '''Copy to Older Version''' button then you are presented with the Copy to Older Versions screen.
Users select the version (or versions) that the field, or edits, should be added to from the Version drop-down list.
If this is a brand new field.5. From then it will automatically be added to the dropdown options select the version you wish to make activeselected Versions.6. Click on the
If the field already exists on the selected versions then updates will only occur if users select the '''ActivateUpdate'''option from the '''If field already exists''' setting. If users leave it as '''Ignore''' then the changes will not be applied.
Users must then click on the Submit button, and should a confirmation message to indicate that the changes have been applied.
==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
: 2. Open the desired application / form
: 3. From the Version dropdown option, select the version you with to view.
[[Image:Viewing_changes_to_version.png|800px|link:]]
: 4. Click '''Set'''
: '''Note:''' Toggling between different versions from this page will allow you to easily flip between the existing form and your modified version.
==Activating a new Version==
: 1. Navigate to the desired UTA
: 2. Click on the UTA Settings icon
: 3. Click on the appropriate Level 1, 2, or 3
: 4. Under the UTA Properties section, locate the '''Current Version''' field.
: 5. From the dropdown options select the version you wish to make active.
: 6. Click on the '''Activate''' button.
: 7. Click '''Save'''.
: '''Note:''' Once an application or form is made active all new submissions will be completed and associated with the current version. Past submissions will retain their original version information.
==Batch updating records to Versions==
To update many different applications and forms to 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
: 2. Add a check mark to the check box for each application and form you want to bulk update
: [[Image:Batch_update_version_checkmark.png|600px|link:]]
: 3. Click on the '''Batch Update''' icon
: [[Image:Batch_update_icon.png|link:]]
: 4. From the '''Update version to:''' drop down field, select the new version
: 5. Select the '''Batch Update''' button
: [[Image:Batch_update_window.png|600px|link:]]
==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
* 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.
[[Image: ConditionalVersion2.png|700px]]
==Also See==
[[Versioning - Why?]]
{| class="wikitable"|-||[[Image:Why.jpeg|link=?|50px]]||Click [[Versioning - Why?|here]] to learn why this feature is a benefit to your organization.|}
<!-- [[Category:Versioning]] -->
[[Category:Versioning]]