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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]].
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* 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 doneinputting information into the fields, click the '''Save '''button.
===Create a Baseline===
:: [[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.
'''Note: '''If no specific level is chosen, the system will default to the {{L1}} of that application. For example, it will default to '''Budget '''if the application in question is the '''Budget Manager. '''
3. Once both the '''Application Name '''and '''Entity '''have been chosen, click the button on the right side: '''Take Snapshot. '''
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. * '''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.
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:* 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.
<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>
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8. Click the '''Submit '''button..<br /><br />
The modal window will refresh and provide a confirmation message of '''Update Completed '''if the field was successfully updated to the older version(s).
<pre> You cannot copy a Version ''into ''a core field-set; it is a unidirectional process. </pre>
===Viewing Changes to the Application/Form===
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.'''
2. Open the desired application or form.
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 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.
4. Under the subheading '''Features and Options, '''locate the '''Current Version field.'''
===Batch Updating Records to Versions===
To update many different applications and forms to in a new version, first 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 ({{Icon-Menu}}), and page and selecting the UTA under the heading '''Applications.'''
2. Check the box on the right of each application 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. ::[[File: 4Batch 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|linkborder]]: :* 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===
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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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.
[[Image: ConditionalVersion2.png|700px]]
===Reporting with Versions===
After more than one Version is created, you can select which Version you would like to include in your [[Reports]] by searching through the versions.
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[[Category:Versioning]]
