Versioning Documents and Plans
Depending on the configuration, document and plan types can be equipped with versioning. A distinction is made between editable and forced versioning.
With editable versioning, the user can decide whether to change the existing document or create a new version. With forced versioning, the document is no longer editable after saving, so a new version must be created for changes.
To create a new version of a document:
- Open an existing document of which you want to create a new version.
- Click the "New Version" to start versioning the document.
- In the dialog box, confirm "Check Out Versioning" the creation of the new version by clicking on the "Check Out" button. The system checks out the existing document to protect it from being modified by other users and creates a new version of the document.
- Make the changes you want in the new version of the document. In addition to the name and the storage folder, the file attachments, the keywords and the authorization can also be changed.
- Finish editing the new version by clicking on the "Save and check in new version". The new version of the document is saved and replaces the original document in the data pool view. At the same time, the index in the header of the document is updated, which automatically numbers the versions.
The draft for the new version is a copy of the current version and also contains all attachments from the last version. All input fields can be edited, the old attachments can be deleted by clicking on the trash can and selecting the new files via the "Upload files" button . Attachments that have not changed can remain in the draft of the new version and do not need to be reuploaded.
The authorization is also transferred to the draft for the new version and only needs to be edited if there have been changes.
The "Save and check in new version" button turns the draft into the new version and is available to all authorized readers. The old version is removed from view and can only be opened by opening the valid version.
When you save and check in the new version, the old plan loses its validity. If the automatic imprint of a QR code is activated, the validity of printed plans can also be checked on the construction site in real time. The QR code can be checked by anyone, regardless of whether you have an account in the data pool or not.
The checkin of the new version is final and cannot be undone. As long as the new docu-ment has not been checked in, it is not visible to other users and can be edited and saved as desired. During this time, the predecessor document is still available to authorized users in read mode, and a status message in the open document indicates that the document has been checked out.
