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. 

:: [[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.

insert{| class="wikitable"|-||'''Version ID'''||This number will be autopopulated.|-||'''Name'''||Provide an appropriate Name>for your new version.|-||'''Description>'''||Provide a narrative description of your new version.|-ConditionSSLogic if ||'''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 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  '''Baseline General Application'''). It 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  '''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 '''done,Save ''' click the Save buttonbutton. 

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]]

:: [[File:Smartversion select entity.png|130px|border]]

:: [[File:Smartversion are you sure.png|500px|border]] 

:: [[File:Smartversion created.png|800px|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. 

===Finding the Current Version Version===Having followed the steps from the previous sectionsections, you have enabled '''Versioning '''just enabled Versioning onto your system and created your first snapshot. By default, your '''Current Version Current '''is your your '''baseline. baseline '''version. You can verify the current version used in your system at any time by following the steps below.: 

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]]

:: [[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.

'''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 VersioningOnce Versioning===Once Versioning is enabled against a UTA object, then the list of [[Custom Fields ]] related to that object will include be an indication of the "Active Version" at the top alongside a Version combo box.Thealso indicate an '''VersionActive Version '''on the top right of the page. 

combo box contains :: [[File:Gear icon.png|border]] 2. Click into the name of tab for the version level of the application or form that you are currently editing. It is this field object 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 testinghave enabled Versioning for. 

[[Image:Select_custom_field_version20173.png|900px|border|link:]]Click on the hyperlink labelled '''Custom Fields.'''

The individual Custom Field Setting page will also include be an indication '''Version''' combo box contains the name of the version of the "Active Version" at application or form that you are currently editing. It is this field that allows you to switch between the top alongside a Version combo boxdifferent concurrent versions that are available.There Here is where you will also be aswitch between the '''baseline '''application version, the current application version, and the new application you are building and testing.

Deleting fields in VersionsIt is very important that 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. Also deleting fields from baseline will remove your ability to reference those fields and their values removing the ability to use the previously stored values.Deleting fields from versions that are not the baseline, will only remove those fields from the specific version you are editing and not other versions.     Editing fields in Versions1. Navigate to the desired UTA2. Click on the UTA Settings icon34. Click on the appropriate Level 1, 2, or 34. Click on the the '''Custom Fields" link5. From the '''  Version ''' dropdown option, select the Version that you will be editing6. 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 version.Compare fields in Versions1. Navigate to the desired UTA2. Click on the UTA Settings icon3. Click on the appropriate Level 1, 2, or 34. Click on the Fields '''  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-sidehyperlink. 

[[Image:Diff_custom_field_version2018====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.png|900px|border|link:]]

Creating To delete a new fieldBest practice for creating new fields are to add them field, check the box next to the baseline version first. This makes the new desired field available (s) to all versions once an update snapshot is takendelete.1. Navigate to A '''trashcan icon '''will then appear in the desired UTA2top row of buttons. Click Clicking on this icon will delete the UTA Settings icon3fields. Click on the appropriate Level 1, 2, or 34. Click on the 

:: [[File:Smartversion deleting field.png|900px|border]] : :* Remember, you can always note which version you are in with the '''Custom Fields" link5. Click on the Active Version '''text box that appears on the top right of your page. 

''' icon ====Comparing Fields in Versions====1. Navigate to add a '''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 '''6. Add all fields required to create the new field. For details on creating custom fields click General '''tab represents the Level 1 Entity and so on. 

[[Creating 5. Click the '''pencil icon '''to edit a specific '''Custom Fields|here]]Field.'''

:: [[File:Smartversion diff.png|400px|border]]7. A modal window that allows '''Version Comparison '''.Adding all new field to existing VersionAdd all new field that has been added to the baseline to an existing version by updating the Versions snapshot.This will update appear, showing the custom fieldsettings for two different versions side-by-sets that comprise the selected Version and will include any newly added fields added to the baseline since the last snapshotside.See the section above titled: '''

Take a Snapshot/Create :: [[File:Smartversion comparison.png|750px|border]]====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.

''' for details on taking a snapshot1.Add / update individual fields to Older VersionSometimes 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 updates in other fields Navigate to the old versiondesired UTA.The '''

''' option will allow users to do this.[[Image:CopyToOldVersion1.png]]This is available against all UTA custom field lists, but only appears once at least one field has been selected.: [[ImageFile:CopyToOldVersion2Gear icon.png|700pxborder]]If you select some custom fields and click  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. 

Copy 5. Click on the '''+ ''''''icon '''on the left hand side to Older Versioncreate a new field.

''' button then you are presented with the Copy to Older Versions screen.:: [[ImageFile:CopyToOldVersion_3Create new field.png|700px350px|border]]Users select the version (or versions) that  6. Input all the field, or edits, should be added fields required to from the Version drop-down list.If this is a brand create your new field then it will automatically be added to the selected Versions.If the field already exists For details on the selected versions then updates will only occur if users select the '''creating custom fields, see [[Custom Fields – General Information#General Settings|Custom Fields – General Settings]]. 

''' option from ====Add 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 might apply unwanted updates in other fields to the '''old version.

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 ''' settingApplications. If users leave it as '''

4. Click on the ''' then the changes will not be applied.Users must then click on the Submit button, and should a confirmation message to indicate that the changes have been applied.[[Image:CopyToOldVersion4.png|700px]]Viewing changes to the Application/FormThe 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 UTA2. Open the desired application / form3. From the Version dropdown option, select the version you with to view.[[Image:Viewing_changes_to_version.png|800px|link:]]4. Click Custom Fields '''hyperlink.

Set5. 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 '''Note:Copy to Older Version '''option which looks like a '''two page icon '''on the top row of buttons.

Toggling between different :: [[File:Smartversion copy to other versions from this page will allow you .png|650px|border]] {| class="wikitable"|-||'''Version'''||Check the box next to easily flip between the existing form and your modified name of the versionthat you want to update this field to.Activating a new Version1. Navigate You can also choose '''Select All '''if you want to apply this updated field to all of the desired UTA2. Click on the UTA Settings icon3older versions. Click on the appropriate Level 1, 2, or 34. Under the UTA Properties section, locate the

|-||'''Current VersionIf field already exists'''||If the field already exists on the selected versions, then updates will only occur if users specifically select the '''Update '''option. 

field|}8.5Click the '''Submit '''button. From the dropdown options select the version you wish to make active.6. Click on the

The modal window will refresh and provide a confirmation message of '''ActivateUpdate Completed '''if the field was successfully updated to the older version(s). 

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.'''

Once an application or form is made active all new submissions will be completed and associated with the current :: [[File:Smartversion choose version. Past submissions png|400px|border]]Toggling between the different versions will retain their original version information.Batch updating records to VersionsTo update many different applications and forms allow you to a new version, first start by creating easily flip between the new versionexisting form, then use the batch update feature to update as many applications and forms as desired.1. Navigate to your modified version so that you can keep track of what the desired UTA2changes will employ from an applicant perspective. Add a check mark to the check box for each application and form you want to bulk update

[[Image:Batch_update_version_checkmark===Activating a New Version===1. Navigate to the desired UTA.png|600px|link:]]

32. Click on the '''gear icon '''above theUTA 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 '''Batch UpdateGeneral '''tab represents the Level 1 Entity and so on, in chronological order.

[[Image:Batch_update_icon6. Click on the '''Activate '''button to the right of this field.png|link:]]

4:: [[File:Smartversion activate confirmation. From png|300px|border]]8. Once the version has been activated, another confirmation message will appear to state that theactivation has been successful. Click '''OK.'''

:: [[File:Smartversion successful activation.png|200px|border]]'''Update version toNote: '''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. 

drop down field, select 1. Navigate to the new version5desired UTA. Select 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 '''Batch UpdateApplications.'''

:: [[ImageFile:Batch_update_windowBatch update button 2019.png|600px|link:border]]The Batch Update modal window will appear.

====Custom Batch Update====Next to the Batch Update button is a '''Conditional Versioningdown 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.

allows for a customized version of an application or form to be displayed to specific users based on conditions If you set.Conditions can include select the second option (but are not limited Approved),''' '''you will run the '''Batch Update '''to):change the status and trigger the [[Workflows Overview|workflows]] associated with all selected records.

* Geography* Role* Organization type* Gender* Age* Past Activities* ManyEach Version has a Condition field. In the example below the condition looks at Country field value entered against the current users profile, many moreand will only display the current version if the Country is not set to Canada.

  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, See [[System Variables]] and will only display the current version if the Country is not set SmartSimple's [[Variable List]] for more information about which variables you might want to Canadause when setting conditions. 

===Reporting with Versions===Also See After more than one Version is created, you can select which Version you would like to include in your [[Versioning - Why?Reports]]      by searching through the versions.