Working with asset versions
A new file version may be created manually by uploading a new version of a file, or it may be created automatically using a transfer to library task which versions the file.
Depending on your permissions, you may be able create new versions; and view, download, convert and restore previous versions of an asset.
Depending on your site configuration, you may be able to see all file versions or just the latest.
See Library Security for more information on library permissions.
Viewing the Version Info
When a file has been versioned, the version number, for example “Version 2 of 2” is shown under the filename in list view. Assets that have not been versioned, do not display a version number.
The version info is also shown in asset details:
About File Versioning
What happens if a required item is versioned?
The updated version of the required item is used. All files of that Type that have the required item and used to point to version 1 of the required item now point to version 2.
What happens if a file that is referenced by another file is versioned?
The reference to the original version is maintained. If File A references version 1 of File B, and File B is versioned to Version 2, the reference from File A to version 1 is maintained.
Also see see References and Additional Locations.
What happens to a file’s additional locations if a new version of the file is created?
The previous version maintains its additional location, and the new version does not have any additional location when it is created.
Also see see References and Additional Locations.
What happens to a file’s references if a new version of the file is created?
The previous version maintains its file reference, and the new version does not have that reference when it is created.
Also see see References and Additional Locations.
What happens to a file’s required item if a new version of the file is created?
The new version of the file has the same required item as the previous version. This is because the required item is tied to the Type, and all versions of a file have the same type.
What happens to files in file collections when a new version is created?
This depends on whether all versions of a file are returned in search results or not.
When only the latest version is shown in search results (default), the version that was added to the file collection is no longer visible in the file collection after the file is versioned.
When all file versions are shown in search results, the version that was added to the file collection remains visible in the file collection even after the file is versioned.
What happens if I version a reference file that is in use in a project?
When a reference file is added to a project and then a new version of that file is created, the version that was added to the project will continue to be a reference file within the project. You can view the projects where a version of an asset is being used in the Project Visibility section of asset details.
Uploading a new version of a file
Upload a new version of a file by choosing Create New Version from the More Options menu.
After choosing the file from your computer or mapped network folder, the Create New Version dialog opens.
The attributes from the previous version are pre-populated. Make necessary changes to the status, expiry date, expiry status and attributes. After clicking Upload, the asset details updates to show the latest version information.
Working with previous versions
Files stored in the Asset Library may have several versions. If a file was replaced by a new version of the file, the version field on the asset details panel will display the version number. If there is more than one version on a file, the link Show Versions will appear.
When you click on Show Versions, the Version History panel will display a list of the current and previous versions of the file. It will also show the:
– file name
– date it was added
– version number
– actions area for each file
You can click on Hide Versions to close out this view.
When you hover over each file name or Actions area, the available actions on that file will appear. These actions are only available on the latest version. Depending on your permissions, you may be able to:
– view previous versions of a file
– download versions of a file
– restore a previous version of the file to make it the current version (Note: Restore is only available when your site is configured to only show the latest version of an asset in search results)
Viewing a previous version
View a previous version by clicking the View Version action.
That version’s asset details opens and displays its details, including its attributes, additional locations, required items, references and projects where it is used.
Downloading a previous version
Download a copy of the version by clicking the Download action.
Restoring a previous version
Restore a previous version of an asset by clicking the Restore Version action.
Note: The option to restore a previous version is only available if your site is configured to only show the latest version in search results.
If you restore a previous version of the file, a confirmation screen will appear. Confirm that you want to restore a previous version by clicking “OK.”
In this example, we have restored version 1, which is now version 3.
Managing Previous Versions
Show All File Versions
BLUE offers a configuration option to determine whether all versions of a file are returned in search results, or just the latest version. In the following example, the system has been configured to show all file versions, therefore, both versions of the file are shown in search results.
The user can still use the Version filter in the Search panel of the asset library to have only the latest version returned in the search results.
Note: The Version filter is only available if your site is configured to show all versions in search results.
When the site is configured to show all file versions, the status of previous versions can be set independent of the latest version. This allows for better management of each artwork, especially when files have recently been approved.
For example, the latest version may have just been added to the library (as Version 3), however that may not be the version currently available in production – the previous version (Version 2) may still be. This also means that the initial version (Version 1) is long out of date, and should not be used.
With this option enabled, administrators will be able to set the status of the previous version (Version 2) to “Active”, while the latest (Version 3) may be “Approved”.
WARNING: Having multiple versions of an artwork visible in the library requires careful thought and management, as it may lead to confusion over selecting the “right” version.
Setting the Status on Previous Versions
When each version of a file is available in the library, administrators may be able to change the status of each version. The new status will only apply to that version.
To change the status, click the Edit icon. Change the status and click Save Asset.
Editing Attributes on Previous Versions
In addition to editing the status, administrators may also be able to edit attributes of these files.
To edit the attributes, click the Edit icon. Change the attribute values and click Save Asset.
Performing Other Actions on Previous Versions
If permissions and status allow it, administrators may be able to download, publish, add assets to file collections, convert files to other formats, edit additional locations, and edit references on a previous version.
Comparing File Versions
When all file versions of an asset are returned in search results, select two or more versions of an asset and compare them using the online proofing tool.
Restoring Previous Versions
The option to restore previous versions is not available when the system is configured to show all file versions in search results.
Actions Applied to All Versions
Some actions such as moving or deleting an asset, manually creating a new file version, or specifying group permissions are only available on the latest version. These actions apply to all versions of the file.
Security for Versions of a File
All security rights and actions apply to all versions of the file.
Summary of Show All File Versions and Expected Behavior
Note: This is a site-wide configuration. Please check with your administrator for more information.
Show All File Versions |
Behavior |
| False |
Only the latest version of an asset will be returned in search results. This is the default behaviour. Only the latest version of an asset is accessible for use in a project. You may be able to restore previous versions. |
| True |
All versions of a file will be returned in search results. Previous versions of a file will inherit the status of the current version, so may be visible to end users. In effect, this will cause many more files to be returned in search results. All versions of an asset may be accessible for use in projects. Users with permissions can access any available version of a file to use as a reference file in a project. Automation, transfer to library tasks, select base artwork tasks, and automatic sub-process generation can also access previous versions. You will not be able to restore previous versions. |
For more information on asset version-related topics, visit these links…
To set an expiry date on an asset in the library, see Asset Expiry more information.
For general information about the asset library, see Asset Library.
For information about references and additional locations with versioning, see References and Additional Locations.
For advanced search options in the asset library, see Library Search for more information.
To learn about how to save and share groups of files, see File Collections
For FAQs related to Asset Versions, see FAQs.