Changes

 ==<br />Overview==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 'Versioning ''copy. When you'(also referred re ready to as create a new version of an application or form, Versioning takes a '''SmartVersioningsnapshot ''') of your core field-set - that is , a [[SmartSimple]] function that allows you to make concurrent versions copy of applications all the custom fields and forms while using a common set their respective settings. This is the '''baseline '''that will be used as the starting point of underlying [[Custom Fields – General Information|fields]]your new version. 

2. Under the heading '''Configuration, '''select '''Global Settings. ''' 

:: [[File:Smartversioning.png|800px|border]]<br />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.

:: [[File:New smartversion.png|800px|border]]<br />5. The New Version form will be displayed. Fill out the fields of this form. 

||This number will be automatically filled outautopopulated.

||Provide a '''Name '''an appropriate Name for your new version.

||Provide descriptive details for a narrative description of your new reasonversion.

||Provide If applicable, insert in any conditions for the new version. See [[SSLogicVersioning#Conditional Versioning]] conditions if they are applicablefor more information.

* You must fill out at least the '''Tip: Name '''and '''Description 'Naming versions with ''clear fields to save a new version* ''and 'Tip: 'appropriate ''Naming versions with clear and appropriate titles and /descriptions will be of great assistance for further maintenance of your system. Clearly For example, clearly name the baseline the '''baseline '''version so that it is differentiated from the any future version - for example, by labelling it ''versions (i.e. '''Baseline''''' General Application rather than simply '''General Application. '''). It may also be very useful to name follow a standard naming convention, such as naming the application and form versions based on their period name - for example,(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 filling out inputting information into the information fields, click the '''Save '''button. 

===Creating Create a Baseline===

:: [[File:Smartversion created.png|950px800px|border]] 

* '''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. * '''Tip: '''It is useful to repeat the process and capture field-sets from all levels of a {{UTA}}, particularly if they are pulling fields from each other. * '''Note: '''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 of that version) until you [[Versioning#Activating a New Version|activate the version]] in your system. 

Having followed the sequence of instructions steps from the previous sections, you have now ''enabled ''just enabled Versioning in onto your system and created your first snapshot. By default, this current version your '''Current '''is the your '''baseline '''version. You can verify the current version used in your system at any time by following these the stepsbelow: 

1. Navigate to the desired {{UTA}}whose Version you want to confirm. 

* This '''Note: '''You can be done from navigate to any UTA by clicking the 9-square menu icon on the top right of your page and selecting clicking on the specific {{UTA}} name under the heading '''Applications. '''

2. Click on the UTA settings icon - the '''UTA Settings gear icon '''option, which looks like a - which will allow you to enter into '''gear icon Configuration Mode. '''above the UTA name.

:: [[File:gear Gear icon.png|300px200px|border]]3. Click on Scroll down until the subheading '''{{L1}}Features and Options. '''tab (which may be named differently on your system). It is the second tab in the UTA settings, right after the '''General '''tab.

4. Scroll down to the subsection '''Features and Options, '''and locate Locate the '''Current Version '''field, which will display the current version of that UTA.

The '''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 displayedenabled 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. 

* '''Note:''' To change the current version, click 3. Click on the dropdown menu and select the new version you would like to activate, then click the hyperlink labelled '''Activate Custom Fields.'''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 At the top of the list of Custom Fields custom fields will include be an indication of the "Active Version" at the top alongside a Version 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" '''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 version1. 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 Navigate to use the previously stored valuesdesired UTA.

Deleting fields from versions that are not You can do so by clicking the baseline9-square menu icon on the top right of your page ({{Icon-Menu}}), will only remove those fields from and selecting the UTA under the specific version you are editing and not other versionsheading '''Applications.'''

===Editing 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 the '''Custom Fields" link: 5. From the Fields '''Version''' 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 editing, unless you are making changes to the baseline versionhyperlink. 

===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.[[ImageFile:Diff_custom_field_version2018Smartversion choose version.png|900px400px|border|link:]]===Creating a new The list of Custom Fields displayed will differ depending on what has been saved as the field===Best practice -set 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 takenVersion that you choose. 

: 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: 56. Click on the '''+''' icon to add To edit a '''New Field''': 6. Add all fields required to create the new specific field. For details on creating custom fields , click the '''[[Creating Custom Fields|here]]pencil icon '''.===Adding all new field to existing Version===Add all new field that has been added to the baseline to an existing version by updating left of the Versions snapshotcustom field name.

This :: [[File:Edit fieldd.png|200px|border]] You will update the be brought to the '''Custom Field '''edit page of that field-sets that comprise the selected Version and will include . Make any newly added fields added required changes to the baseline since the last snapshotversion you are working on.

See * Remember, these edits will only affect the section above titled: 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 '''Take a Snapshot/Create a baselinebaseline ''' for details on taking version. * To learn more about editing a snapshotCustom Field, see our [[Custom Fields – General Information#General Settings|Custom Fields - General Settings]] page. 

===Add / update individual fields to Older Version===Sometimes To delete a user may wish to apply a new custom field to an older version, or check the box next to apply changes made in single the desired field, without taking a snapshot that would apply unwanted updates (s) to delete. A '''trashcan icon '''will then appear in other the top row of buttons. Clicking on this icon will delete the fields to the old version. 

The :: [[File:Smartversion deleting field.png|900px|border]] : :* Remember, you can always note which version you are in with the '''Copy to Older VersionActive Version ''' option will allow users to do thistext box that appears on the top right of your page. 

[[Image:CopyToOldVersion1<pre> To delete an entire Version (not just an individual field), you can only do so when there are no fields attached to it.png]]</pre>

This is available against all ====Comparing Fields in Versions====1. Navigate to the desired UTA custom field lists, but only appears once at least one field has been selected.

[[Image:CopyToOldVersion2You 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.png|700px]]'''

If you select some custom fields and click :: [[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 '''Copy to Older VersionGeneral ''' button then you are presented with tab represents the Copy to Older Versions screenLevel 1 Entity and so on. 

[[Image:CopyToOldVersion_34. Click on the '''Custom Fields '''hyperlink.png|700px|border]]

Users select 6. The details of the Custom Field will be displayed. At the version (or versions) that top right, the '''Active Version '''is displayed. On the right of the '''Version '''fieldbox, or edits, should be added to from select the Version drop-down listbutton '''Diff. '''

If this is a brand new field then it :: [[File:Smartversion diff.png|400px|border]]7. A modal window that allows '''Version Comparison '''will automatically be added to appear, showing the selected Versionscustom field settings for two different versions side-by-side.

If the To toggle between which versions you would like to compare this custom field already exists on the selected against, simply select different versions then updates will only occur if users select the '''Updateby clicking into each ''' option from the Version '''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 :: [[File:Smartversion comparison.png|750px|border]]====Creating a confirmation message New Field====Best practice for creating new fields are to add them to indicate that the changes have been applied''' baseline''' version first. This makes the new field available to all versions once an update snapshot is taken.

[[Image:CopyToOldVersion41. Navigate to the desired UTA.png|700px]]

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.''' :: [[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. 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]].  ====Viewing changes Adding All New Fields to the Application/Forman Existing Version====The changes that have been made If you want to mass update fields to a an existing version view , you can be viewed easily do by opening updating the '''Version Snapshot. '''This will update the field-sets that comprise the application or form selected Version, and selecting will include any newly added fields added to the '''baseline '''since the appropriate form documentlast snapshot. 

: 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.See [[Image:Viewing_changes_to_version.pngVersioning#Create a Baseline|800px|link:Create a Baseline]]: 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 for details 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 how to take a new version, first start by creating the new version, then use the batch update feature to update as many applications and forms as desiredsnapshot. 

: 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 or Update''' icon: [[Image:Batch_update_icon.png|link:]]: 4. From the '''Update version Individual Fields to:''' drop down field, select the new version: 5. Select the '''Batch Update''' button: [[Image:Batch_update_window.png|600px|link:]]an Older Version==Conditional Versioning=='''Conditional Versioning''' allows for Sometimes a user may wish to apply a customized new custom field to an older version of an application , or form they might want to be displayed apply changes made in a single field without taking a snapshot that might apply unwanted updates in other fields to specific users based on conditions you setthe old version.

Conditions can include (but are not limited In order to)do so, follow these steps: 

Conditions You can also be based do so by clicking the 9-square menu icon on the individual fields that make up an application or form. Any field can be top right of your page ({{Icon-Menu}}), and selecting the UTA under the basis of a conditionheading '''Applications.'''

Each Version has a Condition field2. In Click on the '''gear icon '''above the example below the condition looks at Country field value entered against the current users profileUTA name, and which will only display the current version if bring you into the Country is not set to CanadaUTA settings in '''Configuration Mode.'''

:: [[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. 

||[[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.