Documents / Version Control

One of the most common problems encountered in organizations with large numbers of documents is that of version control. All too often, multiple people are all working on a document at the same time. The difficulty, of course, comes when they all try to save their changes. In such cases, whoever saves their changes last, "wins" and overwrites everyone else's work.

MAGIQ Documents prevents this from happening by enforcing document integrity. In order to edit a document, you must first check the document out. While you have it checked out, other users will still be able to view the document, but they will not be able to edit it.

Note that checking a document out is subject to document security.

MAGIQ Documents retains multiple versions of a document. Every time a document is checked out, edited and checked back in, MAGIQ Documents creates a new version of the document.

MAGIQ Documents retains all versions until the owner of the document decides to clean up previous versions. When you open a document, MAGIQ Documents will always display the latest version of that document making it virtually impossible to work with an older copy.

Viewing the all versions of documents in a folder:

1. Click on the folder to display the list of documents within that folder.
2. From the "View" menu, choose the "Versions" view type
3. This will re-display the documents panel showing you all the documents and their versions

Viewing the versions of a document:

1. Click on the "Action" icon and choose the "Properties" menu of the document.
2. Click on the "Versions" link.
3. This will display a new window showing a list of the different versions.
4. Select the specific version from the list.
5. Click on the document version you wish to view.

Restoring a Document to a Previous Version:

1. Check the document out.
2. Click on the "Action" icon and choose the "Properties" menu of the document.
3. Click on the "Versions" link.
4. This will display a new window showing a list of the different versions.
5. Select the specific version from the list.
6. Right-click on the document version you wish to restore and choose "Save Target As".
7. Save the document to your desktop or workstation.
8. Close the "Versions" window.
9. Click on the "Action" icon and choose the "Check In" menu
10. When prompted for a new version of this document, select and upload the previous version you saved to your desktop.
11. This will effectively take the older version, and check it back into the system, making it the new latest version.

Deleting Versions:

1. Click on the "Action" icon and choose the "Properties" menu of the document.
2. Click on the "Versions" link.
3. This will display a new window showing a list of the different versions.
4. Click on the "Trash Can" icon located in the "Action" column