Exact Synergy Enterprise

Viewing versions of documents listing

Menu paths

Go to Documents ➔ Reports ➔ Documents ➔ Search, define the relevant criteria, and then click Show. Next, select a document and click Versions.
Click next to Documents in the left menu, define the relevant criteria, and then click Show. Next, select a document and click Versions.

Introduction

You can view a list of versions for a document via the menu paths. Other details such as the start date, subject, status, and creator of the version of a document are displayed as well. If you are using the Major & Minor format for the document versioning functionality, this page allows you to upgrade the highest version in a document range to the next major version.

Roles & rights

All users can view the list of versions of documents.

Note:

For more details on function rights, go to Modules ➔ System ➔ Setup ➔ Security ➔ Function rights.
For more details on roles, go to Modules ➔ System ➔ Setup ➔ Security ➔ Roles.

What version are you using?

The information in this document is applicable to product update 263 and higher. If you have versions lower than this, certain features explained here will not be applicable.

Button

Columns

*Active

This column indicates which version of the document is active by displaying a green check mark.

Version

This column displays the version numbers of the documents.

Start date

This column displays the start dates of the versions of the documents.

Subject

This column displays the subjects of the versions of the documents.

Status

This column displays the status of the versions of the documents.

Creator

This column displays the names of the people who created the versions of the documents.

Created

This column displays the dates when the versions of the documents were created.

Modifier

This column displays the names of the people who last modified the versions of the documents.

Modified

This column displays the dates when the versions of the documents were last modified.

Attachments

This column displays the hyperlinks to the attachments linked to the versions of the documents.

Actions

Click one of the options to perform the following actions:

Delete — Click this option to delete the corresponding version of the document.
Activate — Click this option to activate the corresponding version of the document.
Copy — Click this option to copy the content of the corresponding minor version of the document to a new document with the next major version number. This is available only if you are using the Major & Minor format, defined at Format (go to Documents ➔ Setup ➔ Maintenance ➔Document: Types, select a document type, and then click the More properties tab) and for a document that has the highest version in the document range. For example, if you have documents with the version numbers such as 1.0, 1.1, 1.2, and 2.0, Copy will only be available for documents with version numbers 1.2 and 2.0. By clicking Copy, you can create a document with version number 3.0.

Note: These options are not available if you have no rights to modify or create another version of the document. You will only be able to activate or delete a version when you have, or when you are one of the following:

the Administrator role,
the Documents administrator role,
the creator of the version, or
the direct owner of the document whereby you have been defined as the owner at the Owner field under the Information section of the document.