Managing File Versions

When you check in a file, Document saves the updated file as a new version. By default, Document retains all versions of a file so that you can access them at a later date. If needed, you can view, restore, print, or export older versions of a file.

Important: Each new version of a file requires additional space on your  Document server. If needed, you can increase your available space by deleting unneeded versions from Document. However, once a version is deleted, it cannot be recovered. Information about deleted versions will still be visible in a file's version list, even though the version itself is no longer accessible.

To work with older versions of a file, do the following:

1. Locate the file in Document Central.
• Use the navigation panel to locate the file by entity. Locate and select the entity the file belongs to on the navigation panel. Then, select the File List tab on Document Central to view all files for the entity. You can filter or sort the grid on this tab as needed to find a specific file.
• Search for the file. Document offers both a quick search and an advanced search. You can use filters and wildcard characters to help you limit your search to relevant results.
2. Right-click the file and select Version. Explain the columns in the Version grid.

Component	Description
Version	Displays all versions of the file.
Published	Indicates if the file was published to a portal or not.
File name	Displays the name of the document.
Version Created User	Displays the user name of the person who created the version.
Version Created Date	Displays the date the version was created.

Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH Axcess™ for more information.

3. You can do any of the following as needed:
• Restore a version. A restored version will display as a new version of the file in the version list.
  1. In the grid, select the check box for the version you want to restore.
  2. Click Restore. The older version is now the current version of the file. Other versions that were saved in between the old version and the restored version are still available in the version history.
• Delete a version. Once a version is deleted, it cannot be recovered. However, information about the deleted version will still display in the version list.
1. In the grid, select the check box for the version you want to delete.
2. Click Delete. The file version is purged from the database. A deleted icon displays next to the deleted version number.
• View a version as a read-only file.
  1. Select the file in the grid.
  2. Click View read-only.
• Print a version.
  1. Right-click the file in the grid and select Print.
  2. Select the printer to use.
  3. Click Print.
• Export a version. The formats you can export to vary depending on the file type.
  1. Right-click the file in the grid and select Export.
  2. Select the location where the file should be exported to.
  3. If needed, edit the file name.
  4. Click Save.