Maintaining document versions

Info

Admin: With administrator and customizer permissions, no new document version is enforced. An administrator is permitted to adjust version numbers and document statuses.

If documents are duplicated, or if the status of an approved or out-of-date document is changed, the CRM creates a new version of the document by default, assuming that it is to be revised. Furthermore, the document of another employee cannot simply be changed.

Note: "Copy with structure"creates a new version because the checked-in files possibly belong to the original author. The Author entry remains unchanged.

How to proceed:

  1. Open an Approved record.
  2. Click the Copy button. JustRelate CRM asks you to create a new version.
  3. Confirm with Yes.
  4. An editing form is opened in which the version number is automatically incremented by 1. The version number cannot be overwritten. If you overwrite the revision number, the system checks whether there are documents with the same combination (number, version, revision), and a corresponding message is displayed if this is the case.
  5. Edit the record in the version form, and take care of its Validity.
  6. Click OK.
  7. Set the status of the new version to Approved.
  8. Releasing a new document version sets the old version to Not up to date after confirming.
  9. Alternatively, open the source record (old version) and set the status to Not up to date.
  10. Save the record!

Note: Consider the validity of the old and the new version, set the status of the old version to Not up to date and the status of the new version to Approved to publish the new version from now on. Note that you need to reference the new version in the references of the old one.

See also: Document version.

You may need to assign a modified file to the new document version.

Referencing a new version

Assuming that the "old" version of the document is referenced in various folders, the new version must be also referenced there.

Set the old version of the document to the not up to date status. This causes the old version to be also highlighted in color in the referenced objects. Now open the document master of the “old” version and here open the Super documents/folders tab. This shows, among other things, all objects in which the “old” version is referenced. Now open one of the objects via the hyperlink and reference the new version of the document in this object using classic drag and drop. Use the standard Delete function to remove the reference of the “old” version of the document in the object that is marked in color as not up to date (attention: first select it in the list). When deleting the “old” reference, the references of the “old” version of the document are systematically reduced at the same time. Proceed in the same way with other referenced objects.

Tip: If you need to reference a document in many objects, it is advisable to launch a second instance of the JustRelate CRM system in which you then individually open only the reference objects (briefcases and folders). Now you can refer­ence from one instance to the other using drag and drop.

Note: If you use the "copy with structure" function to keep references  of the old version, please keep in mind that next to the references in briefcases and folders, all usages in cases need to be preserved. If a revised document not intended for these existing cases is now checked in, please remove these references, as otherwise the history will be distorted.

Storing a document as a new document version

An imported document is stored as a new document version.

Documents have an additional function, Assign document as new version. It allows you to include an imported document as the latest version in the version history of an exist­ing document.

The function is useful if, for example, contracts or similar documents are exchanged with customers and edited by both sides. You can then file these documents under a version number and quickly find them.

The function opens a wizard that

  • searches for all documents attached to the same conversation if the source document is an attach­ment, and
  • “collects” all documents that are used in projects to which the document is assigned.

The document names are then broken down into individual words, and the number of words matching the original document is counted. The hits are displayed in a document selection dialog, sorted in descending order according to the number of matching words. Only the highest version of each hit is displayed. If necessary, you can search in this list to further narrow down the results. If you select a document, the number, version and revision of the source document are changed.