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→Conditional Versioning
'''<u>Benefits of Versioning</u>''':
<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.
|-
||'''Version ID'''
||This number will be automatically generated by the systemautopopulated.
|-
||'''Name'''
||Give Provide an appropriate Name for your new version an appropriate name.
|-
||'''Description'''
||Provide a narrative description of your new version with an appropriate description.
|-
||'''Condition'''
||Set If applicable, insert in any conditions based on for the new version. See [[SSLogicVersioning#Conditional Versioning]] if applicablefor 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 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 done inputting information into the fields, click the '''Save '''button.
:: [[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.
: 1. Select the '''Application Name''', the dropdown list will include all application forms within the system: [[File:Smartversion select entity.png|130px|border]]: 2. Select the '''Entity Level''', this dropdown list will allow the selection specific entity level of the Level 1, 2, or 3 your application to make up the field-set that you wish to capture.:: [[Image:Version_objects_entity.png|500px|link:]]: 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|500px|link:]]'''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" line to capture any additional objects, activities, or transactions.
'''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. '''
: : [[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 settings icon- the '''gear icon '''- which will allow you to enter into '''Configuration Mode. ''' : 3: [[File:Gear icon. Click on the Level 1 tabpng|200px|border]]: 43. In Scroll down until the subheading '''UTA PropertiesFeatures and Options. ''' section locate the 4. Locate the '''Current VersionVersion ''' field, which will display the current version of that UTA. :: [[ImageFile:Current_versionSmartversion current version.png|link:500px|border]]: 5. The current version is displayed.
'''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.'''
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" '''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 editing1. '''Always be careful''' when deleting fields from Navigate to the baseline versiondesired UTA. Deleting fields from You can do so by clicking the baseline will delete those fields from all associated applications and forms. Any new snapshots that are taken afterwards will not include 9-square menu icon on the deleted fields. Also deleting fields from baseline will remove top right of your ability to reference those fields page ({{Icon-Menu}}), and their values removing selecting the ability to use UTA under the previously stored valuesheading '''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.
:: [[File:Smartversion choose version.png|400px|border]]
The list of Custom Fields displayed will differ depending on what has been saved as the field-set for the Version that you choose.
: 1. Navigate to the desired UTA: 2. Click on the UTA Settings icon[[File: 3Edit fieldd. Click on the appropriate Level 1, 2, or 3png|200px|border]] : 4. Click on the You will be brought to the '''Custom Fields" link: 5. Click on the Field '''+''' icon to add a '''New Field''': 6edit page of that field. Add all fields Make any required changes to create the new field. For details version you are working on creating custom fields click '''[[Creating Custom Fields|here]]'''.===Adding all new field to existing Version===Add all new field that has been added to the baseline to an existing version by updating the Versions snapshot.
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.
====Comparing Fields in Versions====
1. Navigate to the desired UTA.
:: [[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.
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. '''
:: [[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.
The list of Custom Fields will be displayed.
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 '''option which looks like a '''two page icon '''on the top 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="wikitable"
|-
||[[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.
|}
8. Click the '''Submit '''button..
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===
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.
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. 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.'''
:: [[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.
===Batch Updating Records to Versions===
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 '''Applications.'''
2. Check the box on the right of each application you want to bulk update.
:: [[File:Versioning batch update selected 2019.png|700px|border]]
3. Click on the '''Batch Update '''icon found on the top right of your page.
:: [[File:Batch update button 2019.png|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: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.
====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 '''Copy '''of the applications as well as changing the status of the applications.
:: [[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.
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.
:: [[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
::* 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.
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.
See [[System Variables]] and SmartSimple's [[Variable List]] for more information about which variables you might want to use when setting conditions.
[[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.
<!-- [[Category:Versioning]] -->
[[Category:Versioning]]
