Files, Pages, and Wikis in your digital workplace support version control. When you update these objects' content, you create a new version of the object that replaces but does not delete the existing version. While the most recent version of an object is always visible to members, past versions can be accessed and viewed by those with sufficient Access.
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Considerations and caveats
- URLs: When you create a new version of a File, Page, or Wiki, its URL does not change.
- Trash Can recovery: Recovered Files, Pages, and Wikis keep their previous version history. However, the most recent version's timestamp will be changed to when you recovered the object.
- Storage: Past versions do not contribute to your digital workplace's storage space.
A file's version number is visible in its information panel.
Actions that create new file versions
- Uploading a new version
- Editing the title
- Clicking Save on the Edit page; however, only these properties are version-specific:
- Read Tracking is enabled or disabled
- Read Tracking button text
Interacting with a file's versions
If you have at least Write Access to a file, you can access its Versions page by clicking the version number (e.g. v.3) in the information panel or by selecting Versions from the Actions menu. While on the Versions page, you can:
- Click next to the file size to download that version of the file. This requires at least Write Access.
- Click to make a new version with the same file, title, description, and read tracking settings (enabled/disabled and button text) as the selected version. This is only available to Workplace or Enterprise Administrators and Space Administrators if the file is in their Space.
- Click to delete a version. This is only available to Workplace or Enterprise Administrator.
- Click to recover a deleted version. This is only available to Workplace or Enterprise Administrator.
- Click Select files from your computer to upload a new version of the file. This requires at least Write Access.
- Drag your file into the designated area to upload a new version of the file. This requires at least Write Access.
Files can also be interacted with using the File Manager.
How file versions interact with archiving
Archived files display their most recent version. However, past versions can be downloaded from the Versions page if you have at least Write Access to the file.
How file versions interact with read tracking
While the enabled status and button text of read tracking are unique to each version, the tracked read status does not differentiate between versions.
How file versions interact with drafts
Files in a draft state do not have versioning.
A Page's version history is visible while editing it. Unlike Files and Wikis, Pages include drafts in their version history.
This also applies to the Home location of a Space which functions like a Page.
Actions that create new Page versions
- Editing the title
- Clicking Publish Page or Save as Draft on the Edit page; however, only these properties are version-specific:
- Widgets and their configurations (an exception to this is the Poll Widget; poll data, question, and responses will always show what their most current values are)
Interacting with a Page's versions
When editing a Page (at least Edit Access is required), scroll down to the bottom of it and click Version History to view a list of draft and past versions. You can then select a version to display it in the editor. The current published version of a Page will always display under the Published Version heading. However, be aware that the Published Version does not have a version number and will only get a version number when it becomes a Past Version.
While viewing a Draft Version or Past Version, you can make changes or revert to the published version (using the link at the top of the Edit page). If you are unsure what version you are viewing, you can open Version History and look for the entry that has parentheses around the version number.
To save your changes, you must either publish them (click Publish Page) or save them as a draft (click Save as Draft). Publishing will create a new Published Version and cause the previous Published Version to become a Past Version with a version number while saving as a draft will create a new Draft Version.
Draft Versions display in Version History under the Recent Drafts heading until a new version of the Page is published. At this time, the Draft Versions are moved under Past Versions and are labeled as drafts to differentiate them from published versions.
Pages with an unpublished Draft Version will display the Draft Version when edited, not the most recent Published Version.
How Page versions interact with templates
Page templates use the Published Version of a Page; they are not specific to the version in which the Page was made a template.
A Wiki article's version number is visible in its information panel. Similar to Files and Pages, you can compare past versions of wiki articles and can revert to a previous wiki version.
Actions that create new wiki versions
- Editing the title
- Clicking Save Changes on the Edit page; however, only the article's content (what's in the WYSIWYG editor) is considered when you compare versions.
Interacting with a wiki's versions
If you have at least Write Access to a Wiki article, you can access its Versions page by clicking the version number (e.g., v.4) in the information panel or by selecting Versions from the Actions menu. While on the Versions page, you can select two versions and then click Compare selected versions to see what changed between the versions.
To immediately view a comparison between the two most recent versions, click the Last Change link above the article.
While viewing a comparison of versions, changes are indicated in the following ways:
- New text is highlighted green
- Removed text has a strike through it
If there are no changes, a message displays at the top of the article indicating "No difference found."
You can make additional comparisons by:
- Selecting two versions from the side panel and then clicking Compare
- Clicking Previous Change, Next Change, or Last Change to cycle through the version history
To revert to a previous wiki version:
- While viewing a wiki article, select its version number.
- On the Versions page, select Compare selected versions.
- In the Versions panel, select the date that corresponds to the version that you want to revert to.
- Above the article, select Revert to this version.
- In the confirmation window, click OK.
How wiki versions interact with archiving
Archived wikis display their most recent version. You can still perform comparisons between the versions of an archived article.
How wiki versions interact with read tracking
The tracked read status does not differentiate between versions.
How wiki versions interact with drafts
Wikis in a draft state support versioning and version comparison. When published, this draft version history is lost, and the published version begins at version 1.