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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 of applications and forms all using a common set of underlying fields. The result allows for the easy creationcreator/modifier, modification and the '''Version Objects '''section. Through the '''Version Objects '''section, and testing of we will take the snapshot that comprises the baseline field-set for this version. :: [[File:New forms prefor smartversioning.png|800px|border]]1. Click into the '''Select Application '''field - a drop-launch. Other benefits include down list of available {{UTA}}s within the preservation of past forms values and appearance, allowing admins to view previous form versions in their original formatsystem will appear.
2. After selecting an application, click into the '''Note: Global AdministratorEntity ''' privileges are required to configure this settingfield 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 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. '''
===Create a new 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.
'''Note:1. Under '''You can navigate to any UTA by clicking the Configuration 9-square menu click icon on the top right and clicking on the UTA name under the heading '''Global SettingsApplications.'''::[[Image:configurationmenuarcadia.png|link:|200px]]
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.
:3: [[File:Smartversion current version. Click 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''' icon to create a new versionbutton at the bottom of the window.::[[Image:new_version_button.png|link:]]
===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 '''Note:Version ''' Naming versions with clear and appropriate titles and descriptions will great assistance when using Versioning. Clearly name the baseline version so that it is differentiated from the future versions (ex. Baseline General Application). It may be useful to name application and form versions based on their period name (ex. 2016 Q1 General Application)combo box.
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.
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:]]
====Editing Fields in Versions====
1. Navigate to the desired UTA.
2. Click on the '''gear icon '''above the UTA name, which will bring you into the UTA settings in '''Configuration Mode.'''
5. From the '''Note:Version ''' To change drop-down option on the current versiontop right, click on the dropdown menu and select the new version Version whose fields you would like want to activate, then click the "Activate" button, and finally click the '''Save''' button at the bottom of the windowedit.
:: [[File:Smartversion choose version.png|400px|border]]
The list of Custom Fields displayed will differ depending on what has been saved as the field-set for the Version that you choose.
6. To edit a specific field, click the '''pencil icon '''to the left of the custom field name.
Deleting fields from versions that are '''not the baseline '''will only remove those fields from the specific version you are editing - they will not be removed from other versions.
:: [[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.
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.'''
5. Click the '''pencil icon '''to edit a specific '''Custom Field.'''
:1. Navigate to the desired UTA:2. Click on the UTA Settings icon[[File:3Smartversion diff. Click on the appropriate Level 1, 2, or 3png|400px|border]]:47. Click on the '''Custom Fields" link:5. From the A modal window that allows '''VersionComparison ''' dropdown option, select the Version that you will be editing:6. Click '''Set''':7. Make any required changes to the version your are working on (remember that these edits will only affect the current version you are editingappear, unless you are making changes to showing the baseline versioncustom field settings for two different versions side-by-side.
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]]===Compare 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.
: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 3:4. Click on or {{L3}} entity associated with the '''Custom Fields" link:5UTA. Click on The levels go in sequential order - the first tab after the '''+'General '' icon to add a '''New Field''':6. Add all fields required to create tab represents the new field. For details Level 1 Entity and so on creating custom fields click '''[[Creating Custom Fields|here]]'''.
4. Click on the '''Custom Fields '''hyperlink.
====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 the '''baseline '''since the last snapshot.
See the section above titled: '''Take [[Versioning#Create a Snapshot/Baseline|Create a baseline''' Baseline]] for details on taking how to take a snapshot.
====Add or Update Individual Fields to 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.
:: [[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. Select ''at least one ''custom field for which you want to apply its updated modifications to an older version.
<pre> If you select some custom fields and click on a field is not selected, then the Copy to Older Version function will not show up. </pre>6. Click the '''Copy to Older VersionVersion '''option which looks like a '''two page icon ''' button then you are presented with on the Copy to Older Versions screentop row of buttons.
:: [[ImageFile:CopyToOldVersion_3Smartversion copy to older versions.png|700px350px|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"
|-
||'''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 a user leaves this is a brand new field option as '''Ignore, '''then it changes will automatically not be added applied to the selected Versionsfield that already exists in older versions.
===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.
:: [[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.
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.
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.
:: [[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 '''Note:OK.''' 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.
:: [[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.
:: [[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: [[File:Batch update process 2019. From the '''Update version to:''' drop down field, select the new versionpng|400px|border]]:5. Select the Once you are done selecting your batch update options, click the '''Batch UpdateUpdate ''' button:[[Image:Batch_update_windowat the bottom of the modal window.png|link:|600px]]
====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.
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]]
==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]]
