Document Version Control and Locking

Manage document versions, preferred versions, checkout, and locks

Overview

DocuShare stores multiple versions of a document so users can preserve document history while collaborating. A document's preferred version is the version opened by default for viewing, editing, and routing.

Your permissions and site configuration determine which version and locking actions are available.

Add a new version

You can add a version by checking out and editing an existing document, then checking it in, or by uploading a file as a new version.

Open the document and select the action for adding or uploading a new version. Choose the file, enter any requested comment or properties, and apply the change.

View and manage versions

Open the document's version information to view the available versions, including the version content and the user and date associated with the version.

From the version controls, you can view a version, view its renditions when available, and view or change version properties if you have permission.

Change the preferred version

1. Open the document's version list.
2. Select the version that should open by default.
3. Choose the command to make that version preferred and confirm the change.

The preferred version is used when users view, edit, or route the document unless a workflow explicitly selects another version.

Check out and lock a document

Checking out a document locks it for editing so that another user cannot edit it at the same time.

Open the document's edit or checkout action and follow the prompts. While the document is checked out, other users may be able to view it but are prevented from making conflicting edits.

Unlock or check in a document

When you finish editing, check in the revised file to create a new version and release the editing state.

If the document was locked without a new version, use the unlock action when available. In some configurations, only the user who created the lock can unlock it.

Version limits

The Max Versions setting controls how many versions DocuShare retains. When the limit is reached, the oldest version may be removed unless it is the preferred version.

Increase the limit before a large revision history is created if your retention requirements require more versions. Ask an administrator if you cannot change the setting.

Troubleshooting

If you cannot edit or upload a new version, another user may have the document checked out, or you may not have the required permission.

If the wrong content opens, check which version is preferred before reporting a missing document.

Do not delete or manually alter content-store files to resolve a version or lock problem. Contact DocuShare Support with the document title, handle, version, and displayed message.

Support

If the option described in this article is not available or does not behave as expected, contact Xerox DocuShare Support with your DocuShare version, the page or workflow involved, the user action that failed, and any displayed error message.