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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>''':
* 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"|-||'''Version ID'''||This number will be autopopulated.|-||'''Name'''||Provide an appropriate Name for your new 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. ===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.
3. Once both the '''Application Name '''and '''Versioning Entity '''works by first capturing all of have been chosen, click the button on the underlying fields that make right side: '''Take Snapshot. ''' 4. A confirmation pop-up an application or form - this total set of fields is the message will appear. Click '''Yes.'''"baseline :: [[File:Smartversion are you sure."png|500px|border]] 5. After you confirm, the '''The baseline set Version Objects '''section of fields contains all the version form will reload and display the time and stamp date of the fields 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 form versionsentity level at the time that the snapshot was taken is what makes up the '''baseline. The first step in using '''Versioning * '''is to create a new "version" - this process includes giving that version a Note:'''NameYou may want to capture fields-sets from the Level 1, DescriptionLevel 2, and Level 3. In this case you will repeat the steps above and create additional '''selecting the Version Objects '''Application Name lines to capture any additional objects, activities, or transactions. * '''and Tip: '''Entity '''that contains It is useful to repeat the process and capture field-setsets from all levels of a {{UTA}}, and taking a particularly if they are pulling fields from each other. * '''Snapshot Note: '''of A snapshot does not mean that the version is active; the version will not be activated (that is, in use to the extent that all applications in this version will pertain with the field-set which creates the '''baselineof that version) until you [[Versioning#Activating a New Version|activate the version]] in your system. '''
:: [[File:SmartVersioningSmartversion current version.png|800px500px|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.
:: [[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.'''
At the top of the list of custom fields will be the '''Version '''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.
The individual Custom Field Setting page will also include be an indication of the '''Active Version''' at the top alongside a Version combo box.
====Editing Fields in Versions====
1. Navigate to the desired 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.'''
:: [[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.
4. Click on the '''Custom Fields '''hyperlink.
6. To edit a specific field, click the '''pencil icon '''to the left of the custom field name.
:: [[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.
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.
To delete a field, check the box next to the desired field(s) to delete. A '''trashcan icon '''will then appear in the top row of buttons. Clicking on this icon will delete the fields.
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.'''
4. Click on the '''Custom Fields '''hyperlink.
6. The details of the Custom Field will be displayed. At the top right, the '''Active Version '''is displayed. On the right of the '''Version '''field box, select the button '''Diff. '''
:: [[File:Smartversion diff.png|400px|border]]
7. A modal window that allows '''Version Comparison '''will appear, showing the custom field settings for two different versions side-by-side.
1. Navigate to the desired 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.'''
:: [[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.
: 1. Navigate to the desired UTA: 2. Click on the UTA Settings icon[[File: 3Create new field. 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'''png|350px|border]] : 6. Add Input all the fields required to create the your new field. For details on creating custom fields click ''', see [[Creating Custom FieldsFields – General Information#General Settings|hereCustom Fields – General Settings]]'''.
====Adding all new field All New Fields to existing an Existing Version====Add all new field that has been added If you want to the baseline 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 Versions last snapshot.
In order to do so, follow these steps:
1. Navigate to the desired UTA.
:: [[ImageFile:CopyToOldVersion1Gear 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.
4. Click on the '''Custom Fields '''hyperlink.
<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:CopyToOldVersion_3Smartversion 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.
===Viewing changes 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.
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.
:: [[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.'''
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.
:: [[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=Conditional Versioning==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 '''Conditional VersioningApplications.''' allows for a customized version 2. Check the box on the right of an each application or form you want to be displayed to specific users based bulk update. :: [[File:Versioning batch update selected 2019.png|700px|border]]3. Click on the '''Batch Update '''icon found on conditions you setthe top right of your page.
:: [[ImageFile: ConditionalVersion2Custom batch update button 2019.png|700px150px|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.
:: [[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.
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[[Category:Versioning]]
