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.

====Editing Fields in Versions====

====Deleting Fields in Versions====

* Remember, you You can always note which version you are in with the '''Active Version '''text box that appears 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. '''

===Compare fields in Versions===: 1. Navigate to the desired UTA: 2. Click on the '''gear icon '''above the UTA Settings icon: 3. Click on the appropriate Level 1, 2name, or 3: 4. Click on which will bring you into the UTA settings in '''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-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 takenConfiguration Mode.'''

: 1. Navigate to the desired UTA: 2[[File:Gear icon. Click on the UTA Settings iconpng|border]] : 3. Click on the appropriate Level 1desired tab for {{L1}}, 2 {{L2}}, or 3: 4. Click on or {{L3}} entity associated with the '''Custom Fields" link: 5UTA. Click on The levels go in sequential order - the first tab after the '''+''' icon to add a '''New FieldGeneral ''': 6. Add all fields required to create tab represents the new field. For details Level 1 Entity and so 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 will update the field-sets that comprise the selected Version and will include any newly added fields added to the baseline since the last snapshot4. Click on the '''Custom Fields '''hyperlink.

See the section above titled: 5. Click on the '''+ ''''''Take a Snapshot/Create a baselineicon ''' for details on taking the left hand side to create a snapshotnew field.

===Add / update individual fields to Older Version===Sometimes See [[Versioning#Create a user may wish to apply Baseline|Create a new custom field to an older version, or Baseline]] for details on how to apply changes made in single field, without taking take a snapshot that would apply unwanted updates in other fields to the old version. 

The '''Copy ====Add or Update Individual Fields to an Older Version''' option will allow users ====Sometimes a user may wish to do thisapply 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.

[[ImageIn order to do so, follow these steps:CopyToOldVersion1.png]] 

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_3The list of Custom Fields will be displayed.png|700px|border]]

Users select the version (or versions) that the <pre> If a fieldis not selected, or edits, should be added then the Copy to Older Version function will not show up. </pre>6. Click the '''Copy to from Older Version '''option which looks like a '''two page icon '''on the Version drop-down listtop row of buttons.

If :: [[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 is a brand new updated field then it to will automatically be added to the selected Versionsappear.

If the field already exists on the selected :: [[File:Smartversion copy to other versions then updates will only occur if users select the .png|650px|border]] {| class="wikitable"|-||'''UpdateVersion''' option from ||Check the box next to the name of the '''If version that you want to update this field already exists''' settingto. If users leave it as You can also choose '''IgnoreSelect All ''' then if you want to apply this updated field to all of the changes will not be appliedolder versions.

Users must then click |-||'''If field already exists'''||If the field already exists on the Submit buttonselected versions, and should a confirmation message to indicate that the changes have been appliedthen updates will only occur if users specifically select the '''Update '''option. 

[[Image:CopyToOldVersion4If a user leaves this option as '''Ignore, '''then changes will not be applied to the field that already exists in older versions.png|700px]] 

|}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 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 and selecting the UTA under the heading '''Applications.''' : 2. Open the desired application / or form. : 3. From the '''Version '''drop-down option on the Version dropdown optiontop right, select the version that you with would like to view.  :: [[ImageFile:Viewing_changes_to_versionSmartversion choose version.png|800px400px|link:border]]: 4. Click '''Set''': '''Note:''' Toggling between the different versions from this page will allow you to easily flip between the existing form , and your modified versionso that you can keep track of what the changes will employ from an applicant perspective. ===Activating a new New Version===: 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 under the heading '''Current VersionApplications.''' field.: 5. From the dropdown options select the version you wish to make active.: 62. Click on the the '''Activategear icon ''' button.: 7. Click '''Saveabove the UTA name, which will bring you into the UTA settings in '''Configuration Mode.: '''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 to 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.

: : [[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. Add a check mark to Check the check box for on the right of each application and form 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. From 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 '''Update version to:drop down ''' drop down field, select the new version: 5. Select or use the '''Batch Updatebinocular icon ''' buttonto look up the options that you can choose to batch update the records to for each field.  :: [[ImageFile:Batch_update_windowBatch update process 2019.png|600px400px|link:border]]==Conditional Versioning==5. Once you are done selecting your batch update options, click the '''Conditional VersioningUpdate ''' allows for a customized version button at the bottom of an application or form to be displayed to specific users based on conditions you setthe modal window. 

Conditions can ====Custom Batch Update====Next to the Batch Update button is a '''down arrow '''button that allows you to '''Custom Batch Update. '''Options available include (but are not limited to):making a '''Copy '''of the applications as well as changing the status of the applications.

* Geography:: [[File:Custom batch update button 2019.png|150px|border]]* Role* Organization type* Gender* Age* Past Activities* ManyIf you select '''Batch Update Copy, many more '''a confirmation message will appear to confirm that you want to ''copy ''and trigger the [[Workflows Overview|workflows]] associated with all selected records.

Conditions can also be based on If you select the individual fields that make up an application or form. Any field can be second option (Approved),''' '''you will run the '''Batch Update '''to change the basis of a conditionstatus and trigger the [[Workflows Overview|workflows]] associated with all selected records.

Each Version has a Condition field:: [[File:Custom batch update example 2019. png|700px|border]]: :* In this example, a UTA with grants as the example below Level 1 Entity can be selected and batch '''Approved '''so that each [[Status|status]] of the condition looks grants selected changes to approved at Country field value entered against once.:* When you have successfully updated a record, the current users profile, [[List View Overview|list]] will reload and there will only display be a pop-up notification at the top of your screen confirming the current version if number of records that have been updated.:* Note the '''Approved '''status of the Country is not set to Canadarecord that was successfully updated. This record will now also appear in the second tab, in the list of '''Approved '''grants.

[[Image: ConditionalVersion2==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.png|700px]]

{| class="wikitable"|-||[[Image:Why.jpeg|link=?|50px]]=Reporting with Versions===||Click After more than one Version is created, you can select which Version you would like to include in your [[Versioning - Why?|hereReports]] to learn why this feature is a benefit to your organizationby searching through the versions.|}