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||[[Image:How.png|50px|link=|50px]]||This article will explain '''how''' you can implement this feature for use on your SmartSimple system.
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==<br />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]].
'''<u>Benefits of Versioning</u>''':
==How Versioning Works==
==Enabling Versioning==
:: {{Icon-Menu}}
:: [[File:SmartVersioning.png|800px|border]]
:: [[File:New smartversion.png|800px|border]]
===Create a new Version===
: 3. Click on the '''"+"''' icon to create a new version.
:: [[Image:new_version_button.png|link:]]
===Take a Snapshot/Create a baseline===
Once you've created a new Version, the '''Version Objects''' section is displayed. This section allows you to select the '''Application Name''' and '''Entity''' and take a Snapshot. The snapshot captures all fields contained in the selected form or application to the newly created version. The baseline is also created by taking a snapshot.
: 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|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:]]
: 1. Navigate to the desired UTA
: 2. Click on the UTA Settings icon
: 3. Click on the Level 1 tab
: 4. In the '''UTA Properties''' section locate the '''Current Version''' field.
:: [[Image:Current_version.png|link:]]
: 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 will include be an indication of the "Active Version" at the top alongside a 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" application version, the current application version, and the new application you are building and testing.
[[Image:Select_custom_field_version2017.png|link:|900px|border|link:]]
The individual Custom Field Setting page will also include be an indication of the "Active Version" at the top alongside a Version combo box.
There will also be a '''Set''' button to allow users to [[Versioning#Editing_fields_in_Versions|edit fields]] in a specific version, and a '''Diff''' button to allow users to [[Versioning#Compare_fields_in_Versions|compare fields]] in one Version with another version.
[[Image:Single_custom_field_version2017.png|link:|900px|border|link:]]
===Deleting fields in Versions===
It 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.
===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 '''Version''' dropdown option, select the Version that you will be editing:6. 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 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. 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|link:|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 taken.
===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 snapshot.
See the section above titled: '''Take a Snapshot/Create a baseline''' for details on taking a snapshot.
===Add / update individual fields to Older Version===
Sometimes 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 to the old version.
[[Image:CopyToOldVersion1.png]]
This is available against all UTA custom field lists, but only appears once at least one field has been selected.
[[Image:CopyToOldVersion2.png|700px]]
If you select some custom fields and click on the '''Copy to Older Version''' button then you are presented with the Copy to Older Versions screen.
[[Image:CopyToOldVersion_3.png|700px|border]]
If the field already exists on the selected versions then updates will only occur if users select the '''Update''' option from the '''If field already exists''' setting. If users leave it as '''Ignore''' 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/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:2. Open the desired application / form :3. From the Version dropdown option, select the version you with to view.[[Image:Viewing_changes_to_version.png|800px|link:]]
: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 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 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.
: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|link:|600px]] :3. Click on the '''Batch Update''' icon:[[Image:Batch_update_icon.png|link:]] :4. From the '''Update version to:''' drop down field, select the new version:5. Select the '''Batch Update''' button:[[Image:Batch_update_window.png|link:|600px]]
: 3. Click on the '''Batch Update''' icon
: [[Image:Batch_update_icon.png|link:]]
: 4. From the '''Update version to:''' drop down field, select the new version
: 5. Select the '''Batch Update''' button
: [[Image:Batch_update_window.png|600px|link:]]
==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.
{|class="wikitable"
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||[[Image:Why.jpeg|50px|link=?|50px]]||Click [[Versioning - Why?|here]] to learn why this feature is a benefit to your organization.
|}
<!-- [[Category:Versioning]] -->
[[Category:Versioning]]