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. 

:: {{Icon-Menu}} <br />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. 

:: {| class="wikitable"<br />|-<br />||'''Version ID'''<br />>||This number will be autopopulated.|-<br />||'''Name'''<br />>||Provide an appropriate Name for your new version.|-<br />||'''Description'''<br />>||Provide a narrative description of your new version.|-<br />||'''Condition'''<br />SSLogic if ||If applicable, insert in any conditions for the new version.<br />>See [[Versioning#Conditional Versioning]] for more information.|}<br />* You must fill out at least the '''Name '''and '''Description '''fields to save a new version.* '''Tip: <br />* '''Naming versions with clear and appropriate titles and /descriptions will be of great assistance - . For example, clearly name the baseline the '''baseline '''version so that it is differentiated from the any future versionversions (i.e. For example, '''Baseline General Application. '''). It may also be useful to name follow a standard naming convention, such as naming the application and form versions based on their period name, as well (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 doneinputting information into the fields, click the '''Save '''button.  

* '''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. 

====Editing Fields in Versions====

====Deleting Fields in Versions====

<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>  ====Comparing Fields in Versions====

34. Click on the '''Custom Fields '''hyperlink.

45. Click the '''pencil icon '''to edit a specific '''Custom Field.'''

56. 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. '''

67. A modal window that allows '''Version Comparison '''will appear, showing the custom field settings for two different versions side-by-side.

====Creating a New Field====

34. Click on the '''Custom Fields '''hyperlink.

45. Click on the '''+ ''''''icon '''on the left hand side to create a new field.

5. 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 Version====

====Add / update individual fields 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 would might apply unwanted updates in other fields to the old version. In order to do so, follow these steps:  1. Navigate to the desired UTA.

The 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 '''Copy to Older VersionApplications.''' option will allow users to do this.

[[Image:CopyToOldVersion12.png]]Click on the '''gear icon '''above the UTA name, which will bring you into the UTA settings in '''Configuration Mode.'''

This is available against all UTA custom field lists, but only appears once at least one field has been selected4. Click on the '''Custom Fields '''hyperlink.

[[Image:CopyToOldVersion2The list of Custom Fields will be displayed.png|700px]]

<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.

Users select the version (or versions) that the fieldIf a user leaves this option as '''Ignore, or edits, should  '''then changes will not be added applied to from the Version drop-down listfield that already exists in older versions. 

If this is a brand new field then it will automatically be added to the selected Versions|}8. Click the '''Submit '''button..

If the field already exists on the selected versions then updates The modal window will only occur if users select the refresh and provide a confirmation message of '''UpdateCompleted ''' option from if the '''If field already exists''' setting. If users leave it as '''Ignore''' then was successfully updated to the changes will not be appliedolder version(s). 

Users must then click on the Submit button, and should <pre> You cannot copy a confirmation message to indicate that the changes have been appliedVersion ''into ''a core field-set; it is a unidirectional process.</pre>

===Viewing changes Changes to the Application/Form===

:: 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.

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.''' :: 2[[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. Add   ===Batch Updating Records to Versions===To update many different applications and forms in a check mark 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 check 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 for on the right of each application and form you want to bulk update. :: [[ImageFile:Batch_update_version_checkmarkVersioning batch update selected 2019.png|600px700px|link:border]]:: 3. Click on the the '''Batch UpdateUpdate ''' iconfound on the top right of your page. :: [[ImageFile:Batch_update_iconBatch update button 2019.png|link: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.  :: 4[[File:Batch update process 2019.png|400px|border]]5. From the Once you are done selecting your batch update options, click the '''Update '''button at the bottom of the modal window.  ====Custom Batch Update version ====Next to:the Batch Update button is a ''' drop down field, select 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 new versionapplications. :: 5[[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. Select  If you select the second option (Approved),''' '''you will run the '''Batch UpdateUpdate ''' buttonto change the status and trigger the [[Workflows Overview|workflows]] associated with all selected records. :: [[ImageFile:Batch_update_windowCustom batch update example 2019.png|600px700px|border]]: :* In this example, a UTA with grants as the Level 1 Entity can be selected and batch '''Approved '''so that each [[Status|linkstatus]] 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===

::* Geography::* Role::* Organization type::* Gender::* Age::* Past Activities::* Many, many more

==Also See=Reporting with Versions=[[Versioning - Why?]]     {| class="wikitable"|-||[[Image:Why.jpeg|link=?|50px]]||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.|}