Versions

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

1.Right-click the document name in the workspace and select Version history > Open version history in the context menu that appears.

2.Select the desired file in the workspace by left-clicking on the desired file icon or on a free area of the file line (not on the name), and click in the properties window on the Sidebar.

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:

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 as: 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.

•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. At the bottom of the screen there is an information field with the number of the current page and the total number of pages in the document opened for previewing, as well as buttons to control the scale of the document display. For spreadsheets, it is possible to select the sheet displayed in the preview (if there are multiple sheets).

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. Placing the cursor on the author avatar or name will display a pop-up window with detailed user information. 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 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 to the left of the file name.

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

To create a new version of a file:

1.Go to the file Version history on the Sidebar.

2.In the window that opens, click Create new version on the Sidebar. The new version will appear first in the list in the Sidebar and become the current version.

You can create a new version of the document using the context menu command Version history > Create new version, which can be opened by right-clicking on the document name in the file list. 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.

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 software's internal format.

Automatic creation of a new version of a document can be enabled by the document owner and a user with management permissions.

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 Auto create versions 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.

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.

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 More in the version line. On the menu, select the desired operation:

•Rename: To rename a file version.

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

•Save as: 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.

•Mark version/Unmark: Check/uncheck a box for the version that saves the version from automatic deletion 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 is enabled).

•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 flagged).

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

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.

1.Go to the Version history of the file.

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

1.Go to the Version history of the file.

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

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

To mark/unmark a document 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 to select the version.

3.Click More in the version line.

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

You cannot unmark the current version of the document.

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

•When creating a version of the document manually.

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

Versions created automatically are not marked.