File Versions
The File Versions section in Document Details shows the version history of the document's file. Replacing a file version keeps one document record while preserving a history of previous files. This differs from Attachments (supporting files) and Revisions (new revision records), which serve different purposes.
What users can do in File Versions
- View the version history of a document's file
- Replace the current file with an updated version
- See when each version was uploaded and by whom
File Versions register
The register lists all file versions for the document, with the following columns:
| Column | Description |
|---|---|
| Latest | Indicates which entry is the current active file version. |
| Original File Name | The name of the file at the time it was uploaded. |
| Demotion Reason | The reason recorded when the file was replaced (e.g. 'signed', 'ocred'). |
| Date | The date and time the file version was created. |
| Last Modified By | The user who uploaded or modified this version. |
How to replace a file version
| Step | Description |
|---|---|
| 1 | Navigate to the 'File Versions' tab in Document Details. Alternatively, right-click the relevant document and select 'File Versions'. |
| 2 | Click 'Replace File'. |
| 3 | Select the relevant file from the device. |
| 4 | Confirm the file replacement. The previous version is retained in the list below the latest entry. |
Here is an example of replacing a file version:
Example: Replacing a File Version