Document version

If a document has the status Approved, it cannot be edited any more because it was pub­lished. Also, the document of another staff member cannot simply be changed. If a document is to be changed nevertheless, a new version that has the In development status is required.

When copying documents, the system initially assumes that a new version of the source document should be created, and therefore asks "Create new version?". Yes causes a new ver­sion to be provided. The Number of the new document stays the same, and its Version increases by 1. If you respond No, then a new document with a new document number is created, and both the version number and the revision number are set to 0.

Document numbers together with version and revision numbers make the document unique. The combination of these three values is always checked for uniqueness.

Info

Admin: With administrator and customizer permissions, no new version is enforced. Administrators have permission to adjust version numbers and document statuses.

Duplicating a document without structure

It is possible to create a new version without a checked-in document and without a document structure and with the same document number. If you reject a new version, the current data record is created without a checked-in document and without a document structure with a new document number. The version of the new record is 1, the revision is 0.

To also keep the file at the document record, you can set the below-mentioned environment vari­able accordingly. This means that you are not obliged to copy a document including its structure to keep the file.

Note: To make versioning easier we recommend setting the environ­ment variable PSA_SFR_DOC_COP_BLB to y if this hasn’t been done already. When copying a document record without structure, this setting can enforce that the file (BLOB) will be copied as well, which makes it easier to create different ver­sions because the "old" document remains available in the record. Please contact your administrator as needed.

Duplicating a document with structure

In document management, copying with structure (Duplicate record structure) means duplicating the document including its subdocuments (children), and not including the record structure as a whole. The file of the document record is transferred to the new version, main documents keep their subdocuments. Relations with briefcases and the usage are copied as well.

Note: As using this function not only copies the structure but also all usages, you should delete the usages afterwards.

If a new version is refused, the current record is created with a checked-in document, without a doc­ument structure, and with a changed document number.

Revision

The revision reflects the edits of a version. Revisions are always managed in combination with the version number (version 2. Revision 4 = V. 2.4). With the help of the revision number, minor changes to a version can be managed. The docu­ment number, the version number, and the revision number together form  the unique key of the document record. Version changes after the dot (e.g. 1.2, 1.3) indicate minor changes, version changes before the dot (e.g. 2.x, 3.x) indicate major revisions. The Rev (revision) field can contain up to ten characters. With the help of the document revision (if it is maintained) you can always easily check whether the version of your document is still up to date.

If and how changes to a document are tracked is left to its author.

Attention

Attention: With JustRelate CRM, you can only revert to versions, not to revisions.

Note: Note that the number, the version and the revision are unique, and that the system checks, e.g., when overwriting the revision number, whether documents with the same combination already exist in the database. If this is the case, the system issues a corresponding message. You should then check the entries and correct them if necessary.

Versions

In the Versions tab, the history of all previous document versions is displayed. There, all versions of a document are listed, meaning that you don't need to search for them.