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. 

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.'''

Deleting fields from versions that are not 2. Click on the '''gear icon '''above the baselineUTA name, which will only remove those fields from bring you into the specific version you are editing and not other versionsUTA settings in '''Configuration Mode.'''

===Editing fields in Versions===: 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. From the the '''VersionVersion ''' dropdown drop-down optionon the top right, select the Version that whose fields you will be editing: 6. Click '''Set''': 7. Make any required changes want 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 versionedit.

===Compare fields in Versions===: 16. Navigate to the desired UTA: 2. Click on the UTA Settings icon: 3. Click on the appropriate Level 1To edit a specific field, 2, or 3: 4. Click on the click the '''pencil icon '''Custom Fields" link.: 5. Select the versions to be compared from the 2 drop-downs.: 6. The screen should automatically refresh and show left of the custom field settings for the 2 versions side-by-side.[[Image:Diff_custom_field_version2018.png|900px|border|link:]]===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 takenname.

: 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.

This * Remember, these edits will update only affect the fieldcurrent version you are editing -sets that comprise which can always be known with the selected Version and will include any newly added fields added text box at the top right - unless you are making changes to the baseline since the last snapshotthe '''baseline '''version. * To learn more about editing a Custom Field, see our [[Custom Fields – General Information#General Settings|Custom Fields - General Settings]] page. 

See ====Deleting Fields in Versions====It is very important you always double-check the section above titled: version that you are editing. '''Take a Snapshot/Create a baselineAlways be careful''' for details on taking a snapshot 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.

===Add / update individual fields to Older Version===:: [[File:Smartversion deleting field.png|900px|border]] Sometimes a user may wish to apply a new custom field to an older : :* Remember, you can always note which version, or to apply changes made you are in single field, without taking a snapshot with the '''Active Version '''text box that would apply unwanted updates in other fields to appears on the old versiontop right of your page. 

The '''Copy to Older <pre> To delete an entire Version''' option will allow users (not just an individual field), you can only do so when there are no fields attached to do thisit.</pre>

This is available against all You can do so by clicking the 9-square menu icon on the top right of your page ({{Icon-Menu}}), and selecting the UTA custom field lists, but only appears once at least one field has been selectedunder the heading '''Applications.'''

[[Image:CopyToOldVersion22.png|700px]]Click on the '''gear icon '''above the UTA name, which will bring you into the UTA settings in '''Configuration Mode.'''

If you select some custom fields and click 4. Click on the the '''Copy to Older VersionCustom Fields ''' button then you are presented with the Copy to Older Versions screenhyperlink.

[[Image:CopyToOldVersion_35.png|700px|border]]Click the '''pencil icon '''to edit a specific '''Custom Field.'''

Users select the version (or versions) :: [[File:Smartversion diff.png|400px|border]]7. A modal window that allows '''Version Comparison '''will appear, showing the custom field, or edits, should be added to from the Version dropsettings for two different versions side-by-down listside.

If To toggle between which versions you would like to compare this is a brand new custom field against, simply select different versions by clicking into each '''Version '''field then it will automatically be added to the selected Versions. 

If the field already exists on the selected versions then updates will only occur if users select :: [[File:Smartversion comparison.png|750px|border]]====Creating a New Field====Best practice for creating new fields are to add them to the '''Updatebaseline''' option from version first. This makes the '''If new field already exists''' setting. If users leave it as '''Ignore''' then the changes will not be appliedavailable to all versions once an update snapshot is taken.

Users must then click on the Submit button, and should a confirmation message 1. Navigate to indicate that the changes have been applieddesired UTA.

[[Image:CopyToOldVersion4You 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.png|700px]]'''

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.  4. Click on the '''Custom Fields '''hyperlink. 5. Click on the '''+ ''''''icon '''on the left hand side to create a new field. :: [[File:Create new field.png|350px|border]] 6. 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]].  ====Viewing changes Adding All New Fields to the Application/Forman Existing Version====The changes that have been made If you want to mass update fields to a an existing version view , you can be viewed easily do by opening updating the '''Version Snapshot. '''This will update the field-sets that comprise the application or form selected Version, and selecting will include any newly added fields added to the '''baseline '''since the appropriate form documentlast snapshot. 

: 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.See [[Image:Viewing_changes_to_version.pngVersioning#Create a Baseline|800px|link:Create a Baseline]]: 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 for details 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 how to take a new version, first start by creating the new version, then use the batch update feature to update as many applications and forms as desiredsnapshot. 

: 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: [[Image:Batch_update_version_checkmark.png|600px|link:]]: 3. Click on the '''Batch or Update''' icon: [[Image:Batch_update_icon.png|link:]]: 4. From the '''Update version Individual Fields to:''' drop down field, select the new version: 5. Select the '''Batch Update''' button: [[Image:Batch_update_window.png|600px|link:]]an Older Version==Conditional Versioning=='''Conditional Versioning''' allows for Sometimes a user may wish to apply a customized new custom field to an older version of an application , or form they might want to be displayed apply changes made in a single field without taking a snapshot that might apply unwanted updates in other fields to specific users based on conditions you setthe old version.

Conditions can include (but are not limited In order to)do so, follow these steps: 

Conditions You can also be based do so by clicking the 9-square menu icon on the individual fields that make up an application or form. Any field can be top right of your page ({{Icon-Menu}}), and selecting the UTA under the basis of a conditionheading '''Applications.'''

Each Version has a Condition field2. In Click on the '''gear icon '''above the example below the condition looks at Country field value entered against the current users profileUTA name, and which will only display the current version if bring you into the Country is not set to CanadaUTA settings in '''Configuration Mode.'''

:: [[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. 

||[[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.