documentsWeb version
Application: Documents Web version

To record important changes in presentations, text files, and spreadsheets, the application includes a feature allowing to create versions. Versions of internal format files are created manually by the user or automatically, if the system administrator has enabled this feature. New versions of files of any format are also created as a result of uploading, copying, or moving a file with replacement. Each of the created versions is displayed in the Version history.

Versions created manually has a name, date, and time of creation.

The document version can be viewed (if viewing this type of file is supported by MyOffice Documents), restored (made current), renamed, saved as a new document, downloaded, or deleted, marked or unmarked. Access to view and control versions is denied to users with view permissions.

Go to Version history

To go to Version history, do one of the following:

In the application workspace, right-click the line with the file and select Version history or Version history > Open version history in the context menu.

On the file properties Sidebar, click Version History. To open the properties panel, click button_info Info on the Toolbar or right-click the file and select Info from the context menu.

The operation will open the latest version of the file in the current tab of the web browser, the Version history will be displayed on the screen:

history

At the top of the screen you can see an arrow button to exit the Version history, the name of the document whose history is open for viewing, switch to enable/disable autoversion of the document, as well as commands for working with the version:

Restore this version: To define the selected version as the current version (this line is not displayed for the new version of the file).

Save a copy: To save the new version as a separate new file.

Download: To download the new version to the user's computer.

Print: To print the selected version of the file (disabled if printing this file type is not supported).

Delete: To delete the selected version of the file (this line is not displayed for the new (current) version of the file).

The workspace displays the contents of the version selected in the Sidebar, in the Version history. Depending on the file type, tools to control the file display (that is, current page number, buttons to control the scale of the file display, buttons to select a sheet of a spreadsheet) may be displayed at the bottom of the screen.

Document versions are grouped in the list on the Sidebar by version “created on” date (for the current version the date of the last document change is always displayed).

The following information is displayed for every available version:

Version name (if the version has no name, the date and the time when the version was created are used instead).

Information about the author of the version. When you hover over an author's avatar or name, a pop-up window will appear with additional information about the user. If needed, click Details on the pop-up window to display the information about the contact in MyOffice Contacts (if MyOffice Mail is integrated). The information about the contact will open in a new browser tab. If a user is deleted, it is not possible to view detailed information about the user when hovering the cursor over their name or avatar.

Date and time when the version was created (for the current version, the date and time of its last modification are displayed).

The current version, versions created manually by the user, and versions renamed are automatically marked with a special symbol to the left of the name. The user can mark or unmark any version except the current one.

To close the version opened for preview and go to the list of files, click the arrow return to the left of the file name.

The document whose Version History was opened for viewing will be displayed in the Recent section.

Create a new version

To create a new version of a file in internal format, use one of the following methods:

Select the file in the file list and click the version_history Version history button on the Sidebar. In the window that opens, click the Create new version button on the Sidebar. The new version will appear first in the list on the Sidebar and become the current version.

Right-click the file name in the file list, select the Version history > create_new_version Create new version context menu item. The new version will be created in the background and a pop-up notification will appear on the screen that the operation was completed successfully.

For all file types, a new version is also created as a result of uploading, copying, or moving a file with replacement. The versions of the replaced file remain in the Version history.

Enable or disable automatic creation of versions

Access to the automatic creation of a new document version can be enabled/disabled by the MyOffice software administrator. By default, access is disabled.

Automatic new version creation is only available for files in MyOffice native format.

Automatic creation of a new version of a document can be enabled by the file owner and a user with Can manage permission.

To enable/disable automatic creation of versions of a document, use one of the following methods:

Right-click the file name in the workspace, then select Version history > Auto create versions in the context menu that appears.

Go to Version history and click the Auto create versions toggle button in the upper right corner of the window.

If automatic creation of a new version is enabled, a new version of the document is created automatically in the following cases:

When the document is edited by any user of the system. In this case, a new version is created with a certain interval, since the last change of the document within the editing session. The interval is set by the server administrator and is 5 minutes by default.

After the end of the editing session on the document, if changes were made to the document after the last automatic version creation (even if the interval has not ended). The session is considered ended when all participants have closed the document.

Versions created automatically are saved without a name.

Actions with file versions

To select the document version you want to work with, go to the Version history, hover over the document version on the Sidebar and click button_more in the version line. On the menu, select the desired operation:

Mark version/Unmark: Check/uncheck the version to save it from being automatically deleted and allows you to save the version until the box is unchecked. The unchecking operation is not available for the new (current) version of the document (the line is displayed only when the automatic creation of versions of files in internal formats is enabled).

Rename: To rename a file version.

Restore: To set the selected document version to the current version (the line is not displayed for the new document version).

Save a copy: To save the new version as a separate new file.

Download: To download the new version to the user's computer.

Print: To print the selected version of the file (disabled if printing this file type is not supported).

Delete: To delete the selected version of the file (this line is not displayed for the new (current) version of the file, as well as for the marked versions).

To perform operations with the selected version of the document, you can use the commands at the top of the screen.

View file version

1.Go to the Version history of the file.

2.In the version list, hover the cursor over the desired version and left-click in the version line.

The selected version will be displayed in the workspace.

Rename a version

1.Go to the Version history of the file.

2.In the list of versions, place the cursor on the desired version and click button_more More.

3.On the menu that appears, select Rename.

4.Enter the new version name and click ОК.
 

The new version name appears in the list in the Sidebar.

Save a version as a separate file

1.Go to the Version history of the file.

2.In the list of versions, place the cursor on the desired version and click button_more.

3.On the menu that appears, select Save a copy. A dialog box for selecting a folder to save the version will be displayed.

4.If needed, create a new folder.

5.Finish saving the version by selecting the new element location in the dialog box and clicking Save.
 

To perform operations with the selected version of the document, use the Save a copy command at the top of the screen.

Mark version/Unmark

To protect versions from being automatically deleted, you can mark them.

To mark/unmark a document version, do the following:

1.Go to the Version history of the file.

2.In the version list, hover the cursor over the desired version and click button_more in the version line.

3.On the menu that appears, select Mark version/Unmark.

You cannot unmark the current version of the document.

The mark is assigned to a version automatically in the following cases:

When creating a version of the document manually (with a command or as a result of downloading, copying or moving a file with replacement).

When renaming a document version (if the version has not been marked yet).
 

Versions created automatically are not marked.

Automatically delete versions

If automatic creation of versions is enabled, there is a limit to the number of versions created. The maximum number of document versions is set by the installation administrator.

When a new version is created that exceeds this limit, the earliest existing version of the document is deleted. Only unmarked versions of the document are deleted.

The limit applies to both automatically created versions and manually created versions.

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