Creating versions
Creating a new version of an electronic document
- Search for the record with electronic document that you want to make a new version of
- Right-click the record and select New - New Version.
The Create New Version dialogue box appears.
- Select the record properties you want to copy to the new version.
Use Select all and Select none to select or deselect all the available active properties.
- Security profile - copies the security details - security levels and caveats
- Access Control - copies the Access Control settings - Public, Private, Container or Custom
- Disposition - copies the disposition details, for example, Active, Inactive etc.
- Attached Thesaurus Terms - copies any attached Thesaurus terms.
Terms used in the title will be copied automatically with the title details.
- Attached Classification - copies any attached Classifications.
Levels used in the title will be copied automatically with the title details.
- Relationships - copies Related To record relationships
- Notes - copies the Notes information
- Attached Actions - copies any attached Actions
- Additional Fields - copies any Additional Field details
- Contacts - copies any attached Contact details
- Assignee - copies the Assignee Location details. Default.
- Owner - copies the Owner Location details. Default.
- Home - copies the Home Location details. Default.
- Container - copies the container details. Default.
- Electronic Document - copies any attached electronic documents.
This will only copy the latest revision of the electronic document attached to the record.
This option is selected by default.
- Retention Schedule - copies any Retention Schedule details
- Date fields - copies the date field data
- Number of copies - as you are creating a new version, only one copy is necessary.
This option is therefore set to 1 and unavailable to change.
- Relate the Records as 'Original/Copy' - available only when multiple records are selected. Select to create the Original/Copy relationship between the selected records.
- Use the following document to start off the new version - select to nominate an external file as the new first revision of the new version
- The older version will be finalized - purge the old revisions of this finalized version - select for Content Manager Manager to permanently delete the old revisions of the previous, finalized version.
Available only when:- The Record Type properties Electronic page option Finalise the previous version when creating a new version is selected
- The option Finalise the previous version when creating a new version has Allow the user to determine at the time selected.
When multiple records are selected to create new versions for, the options reads: If the previous version is finalized, purge the old revisions of this finalized version.
When attempting to apply the option to multiple records, note that the administrator's Record Type setting for individual records may override your choice for this option.
- Click OK.
Content Manager creates the new version.
NOTE: To create new versions of records based on this Record Type, New Version in Record Type Properties - Menu page must be selected.
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