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Versioning

12,832 bytes added, 19:25, 30 August 2022
→‎Conditional Versioning
==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. :: {{UnderConstructionIcon-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. 
 
===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. 
 
:: [[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. '''
 
4. A confirmation pop-up message will appear. Click '''Yes.'''
 
:: [[File:Smartversion are you sure.png|500px|border]] 
5. After you confirm, the '''Version Objects '''section of the version form will reload and display the time and stamp date of the 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 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. 
 
===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: '''You can navigate to any UTA by clicking the 9-square menu icon on the top right and clicking on the UTA name under the heading '''Applications.'''
 
2. Click on the UTA settings icon - the '''gear icon '''- which will allow you to enter into '''Configuration Mode. '''
 
:: [[File:Gear icon.png|200px|border]]
3. Scroll down until the subheading '''Features and Options. '''
 
4. Locate the '''Current Version '''field, which will display the current version of that UTA.
 
:: [[File:Smartversion current version.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''' button at the bottom of the window.
 
===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. 
 
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. 
==Overview==3. Click on the hyperlink labelled '''VersioningCustom Fields.''' greatly reduces the work required to manage the changes that occurs in forms and applications. Versioning accomplishes this by allowing the creation of concurrent versions of applications and forms all using a common set of underlying fields. The result allows for the easy creation, modification, and testing of forms pre-launch. Other benefits include the preservation of past forms values and appearance, allowing admins to view previous form versions in their original format.
Before '''Versioning''' making and testing changes to applications and forms could be cumbersome, and to ensure a smooth transitions many organizations deployed whole testing environments to manage these events. These environments allowed organizations At the ability to build new applications and forms, and thoroughly test them before promoting the changes into the live production environment. Although '''Versioning''' does not eliminate the need for testing environments, organizations who regularly change or update requirements on applications can now manage this process within top of the list of custom fields will be the '''VersioningVersion ''' feature setcombo box. 
The '''Note: Global AdministratorVersion''' privileges combo box contains the name of the version of the application or form that you are required currently editing. It is this field that allows you to configure this settingswitch 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.
==Getting the Most Out of Versioning Webinar==[[Image:Select_custom_field_version2017.png|900px|border|link:]]
{{#ev:youtube|DDCpYI_EcM0 }}
The individual Custom Field Setting page will also include be an indication of the '''Active Version''' at the top alongside a Version combo box.
==Getting Started There will also be a '''Set''' button to allow users to [[Versioning#Editing_Fields_in_Versions|edit fields]] in a specific version, and Taking a Snapshot/Creating a Baseline=='''Diff''' button to allow users to [[Versioning#Comparing_Fields_in_Versions|compare fields]] in one Version with another version.
Versioning works by first capturing all of the underlying fields that makes up an application or form. We call this total set of fields the '''"baseline"'''. The baseline set of fields contains all fields in all application and form versions. The first step in using Versioning is to create a new version. This process includes giving the version a name and 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 details steps below to create the baseline[[Image:Single_custom_field_version2017.png|900px|border|link:]]
===Create a new Version===
:====Editing Fields in Versions====1. Under Navigate to the Configuration menu click on '''Global Settings'''::[[Image:configurationmenuarcadiadesired UTA.png|link:|200px]]
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. Under Click on the '''gear icon '''above the System Configuration sectionUTA name, click on which will bring you into the UTA settings in '''SmartVersioningConfiguration Mode.'''::[[Image:versioning_system_configuration.png|link:|700px]]
:: [[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. 
:34. Click on the the '''"+"Custom Fields ''' icon to create a new versionhyperlink.::[[Image:new_version_button.png|link:]] 
5. From the '''Version '''drop-down option on the top right, select the Version whose fields you want to edit.
:4. The '''New Version''' window is displayed.::[[ImageFile:create_a_new_versionSmartversion choose version.png|link:400px|500pxborder]]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.
:5: [[File:Edit fieldd. Give the Version a Name and Description, when done click png|200px|border]] You will be brought to the '''SaveCustom Field '''edit page of that field. Make any required changes to the version you are working on.
* Remember, these edits will only affect the 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 '''Note:baseline ''' 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  * To learn more about editing a Custom Field, see our [[Custom Fields – General Application). It may be useful to name application and form versions based on their period name (ex. 2016 Q1 Information#General Settings|Custom Fields - General Application)Settings]] page. 
====Deleting Fields in Versions====
It is very important you always double-check the version that you are editing. '''Always be careful''' when deleting fields from the baseline version. 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. As well, deleting fields from baseline will remove your ability to reference those fields and their values, thus removing the ability to use the previously stored values.
===Take a Snapshot/Create a baseline===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. 
Once :: [[File:Smartversion deleting field.png|900px|border]] : :* Remember, you've created a new Version, the '''Version Objects''' section is displayed. This section allows can always note which version you to select the 'are in with the ''Application Name'Active Version '' and '''Entity''' and take a Snapshot. The snapshot captures all fields contained in the selected form or application to text box that appears on the newly created version. The baseline is also created by taking a snapshottop 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>
:1. Select the '''Application Name''', the dropdown list will include all application forms within the system.
:2. Select the '''Entity Level''', this dropdown list will allow the selection of the Level 1, 2, or 3 to make up the field-set that you wish to capture.
::[[Image:Version_objects_entity.png|link:|500px]]
:3. Click the ''''Take Snapshot''''.
:4. Click '''Save'''.
:5. After clicking the Save button, the window will capture the created on and modified by details as well as display the Version Objects fields.
::[[Image:New_version_window_after_save.png|link:|500px]]
====Comparing Fields in Versions====
1. Navigate to the desired UTA.
'''Note:''' You may want to capture fieldscan do so by clicking the 9-sets from square menu icon on the Level 1, Level 2top right of your page ({{Icon-Menu}}), and Level 3. In this case you will repeat selecting the UTA under the steps above and create additional "Version Objects" line to capture any additional objects, activities, or transactionsheading '''Applications.'''
2. Click on the '''gear icon '''above the UTA name, which will bring you into the UTA settings in '''Configuration Mode.'''
==Finding :: [[File:Gear icon.png|border]] 3. Click on the Current Version==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.
You have enabled Versioning and created your first snapshot5. By default your Current Version is the baseline versionClick the '''pencil icon '''to edit a specific '''Custom Field. You can verify the current version at any time by following the steps below:'''
:16. Navigate to The details of the desired UTA:2Custom Field will be displayed. Click on At the UTA Settings icon:3. Click on the Level 1 tab:4top right, the '''Active Version '''is displayed. In On the right of the '''UTA PropertiesVersion ''' section locate field box, select the button '''Current VersionDiff. ''' field.::[[Image:Current_version.png|link:]]:5. The current version is displayed.
:: [[File:Smartversion diff.png|400px|border]]7. A modal window that allows '''Note:Version Comparison ''' To change the current version, click on the dropdown menu and select the new version you would like to activate, then click the "Activate" buttonwill appear, and finally click the '''Save''' button at showing the bottom of the windowcustom 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]]==Custom Fields and Versioning==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.
Once Versioning is enabled, there will be a new field added 1. Navigate to the Level 1 and Level 2 Custom Fields pagedesired 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.'''
[[Image:Select_custom_field_version2.png|link:|700px]]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. 
Notice the '''Version''' field added next to the '''Field Class''' field4. The Click on the '''VersionCustom Fields ''' field 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 testinghyperlink.
===Deleting fields in Versions===5. Click on the '''+ ''''''icon '''on the left hand side to create a new field.
It is very important that you always double-check the version that you are editing:: [[File:Create new field. '''Always be careful''' when deleting fields from the baseline versionpng|350px|border]] 6. Deleting fields from Input all the baseline will delete those fields from all associated applications and forms. Any required to create your new snapshots that are taken afterwards will not include the deleted fieldsfield. Also deleting For details on creating custom fields from baseline will remove your ability to reference those fields and their values removing the ability to use the previously stored values, see [[Custom Fields – General Information#General Settings|Custom Fields – General Settings]]. 
Deleting ====Adding All New Fields to an Existing Version====If you want to mass update fields from versions to an existing version, you can easily do by updating the '''Version Snapshot. '''This will update the field-sets that are not comprise the baselineselected Version, and will only remove those include any newly added fields from added to the '''baseline '''since the specific version you are editing and not other versionslast snapshot. 
===Editing fields in Versions===See [[Versioning#Create a Baseline|Create a Baseline]] for details on how to take a snapshot. 
:1. Navigate to the desired UTA:2. Click on the UTA Settings icon:3. Click on the appropriate Level 1, 2, ====Add or 3:4. Click on the '''Custom Update Individual Fields" link:5. From the '''to an Older Version''' dropdown option, select the Version that you will be editing====:6. Click '''Set''':7. Make any required changes Sometimes a user may wish to apply a new custom field to the an older version your are working on (remember that these edits will only affect the current version you are editing, unless you are making 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 baseline old version.
In order to do so, follow these steps: 
==Viewing changes 1. Navigate to the Application/Form==desired UTA.
The changes that have been made to a version view You can be viewed do so by opening clicking the application or form 9-square menu icon on the top right of your page ({{Icon-Menu}}), and selecting the appropriate form documentUTA under the heading '''Applications.'''
:12. Navigate to Click on the '''gear icon '''above the desired UTA:2. Open the desired application / form :3. From the Version dropdown optionname, select which will bring you into the version you with to viewUTA settings in '''Configuration Mode.'''
:: [[ImageFile:Viewing_changes_to_versionGear icon.png|link:|800pxborder]] 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.
:4The list of Custom Fields will be displayed. Click '''Set'''
5. Select ''at least one ''custom field for which you want to apply its updated modifications to an older version. 
:<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 '''Note:option which looks like a ''' Toggling between different versions from this two page will allow you to easily flip between icon '''on the existing form and your modified versiontop row of buttons.
:: [[File:Smartversion copy to older versions.png|350px|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==Creating a new "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.
Best practice for creating new fields are to add them to |-||'''If field already exists'''||If the baseline version first. This makes field already exists on the new field available to all selected versions once an update snapshot is taken, then updates will only occur if users specifically select the '''Update '''option. 
: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. Click on the '''+''' icon to add If a user leaves this option as '''New FieldIgnore, ''':6. Add all fields required then changes will not be applied to create the new fieldthat already exists in older versions. For details on creating custom fields click '''[[Creating Custom Fields|here]]'''. 
===Adding new field to existing Version===|}8. Click the '''Submit '''button..
Add The modal window will refresh and provide a new confirmation message of '''Update Completed '''if the field that has been added was successfully updated to the baseline to an existing older version by updating the Versions 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 last snapshot(s). 
See the section above titled: <pre> You cannot copy a Version ''into ''Take a Snapshot/Create a baseline''' for details on taking core field-set; it is a snapshotunidirectional process.</pre>
===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.
==Activating a new Version==1. Navigate to the desired UTA.
:1. Navigate to the desired UTA:2. Click on You can do so by clicking the UTA Settings 9-square menu icon:3. Click on the appropriate Level 1, 2, or 3:4. Under top right of your page and selecting 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 under the heading '''Activate''' button.:7Applications. Click '''Save'''.
:'''Note:''' Once an 2. Open the desired 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.
3. From the '''Version '''drop-down option on the top right, select the version that you would like to view. 
==Copy :: [[File:Smartversion choose version.png|400px|border]]Toggling between the different versions will allow you to Older Version==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.
Sometimes ===Activating a user may wish to apply a new custom field to an older version, or to apply changes made in single field, without taking a snapshot that would apply unwanted updated in other fields New Version===1. Navigate to the old versiondesired UTA.
The 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 '''Copy to Older VersionApplications.''' option will allow user 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 :: [[File:Gear icon.png|border]] 3. Click on the desired tab for {{L1}}, {{L2}}, or {{L3}} entity associated with the UTA custom field lists. The levels go in sequential order - the first tab after the '''General '''tab represents the Level 1 Entity and so on, but only appears once at least one field has been selectedin chronological order.
[[Image:CopyToOldVersion24.png]]Under the subheading '''Features and Options, '''locate the '''Current Version field.'''
If you 5. Click into the drop-down list of available versions and select some custom fields and click on the '''Copy to Older Version''' button then version you are presented with the Copy wish to Older Versions screenmake active for your UTA.
[[Image:CopyToOldVersion36. Click on the '''Activate '''button to the right of this field.png]]
Users select the Version that the field, or edits, should be added to from the Version drop7. A confirmation message will appear -down listclick '''Yes. '''
If this is a brand new field then it :: [[File:Smartversion activate confirmation.png|300px|border]]8. Once the version has been activated, another confirmation message will automatically be added appear to state that the selected Versionactivation has been successful. Click '''OK.'''
If the field already exists on the selected Version then updates will only occur if users select the '''Update''' option from the '''If field already exists''' setting:: [[File:Smartversion successful activation. If users leave it as png|200px|border]]'''IgnoreNote: ''' then the changes Once an application or form is made active, all new submissions that are completed will not be appliedassociated with the current version - however, past submissions retain their original version information. 
Users must ===Batch Updating Records to Versions===To update many different applications and forms in a new version, first start by creating the new version, then click on use the Submit button, batch update feature to update as many applications and should a confirmation message to indicate that the changes have been appliedforms as desired.
[[Image:CopyToOldVersion41. Navigate to the desired UTA.png]]
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.'''
==Batch updating 2. Check the box on the right of each application you want to Versions==bulk update.
To :: [[File:Versioning batch update many different applications and forms to a new version, first start by creating selected 2019.png|700px|border]]3. Click on the '''Batch Update '''icon found on the new version, then use the batch update feature to update as many applications and forms as desiredtop right of your page.
: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:[[ImageFile:Batch_update_version_checkmarkBatch update button 2019.png|link:|600pxborder]]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:Batch update process 2019.png|400px|border]]
5. Once you are done selecting your batch update options, click the '''Update '''button at the bottom of the modal window. 
:3. Click on ====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 ''' icon:[[Image:Batch_update_iconCopy '''of the applications as well as changing the status of the applications.png|link:]]
:4: [[File:Custom batch update button 2019. From the png|150px|border]]If you select '''Batch Update version to:Copy, ''' drop down field, select the new version:5. Select the a confirmation message will appear to confirm that you want to ''copy 'Batch Update''' button:and trigger the [[Image:Batch_update_window.png|link:Workflows Overview|600pxworkflows]]associated with all selected records.
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.
==Also See==:: [[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 [[Versioning - Why?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
::* Record type
::* Age
::* 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.
{|class="wikitable"|-|[[Image:WhyEach Version has a Condition field.jpeg|50px|link=?]]|Click [[Versioning - Why?|here]] to learn why this feature 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 a benefit not set to your organizationCanada.|}
See [[System Variables]] and SmartSimple's [[Variable List]] for more information about which variables you might want to use when setting conditions. 
<!-- [[CategoryImage:VersioningConditionalVersion2.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. 
<!-- [[Category:Pending Review|EricVersioning]] -->[[Category:Versioning]]
Greg Stanley
Smartstaff, administrator
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Retrieved from ‘https://wiki.smartsimple.com/wiki/Special:MobileDiff/27175...40149’

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