Actionstep will keep previous versions of your documents and you are able to download these previous versions if you so wish.
In this article, we will tell you how Document versioning works and how you can access the different versions of your documents.
How to create new versions of a document
Within Actionstep, there are effectively two ways in which you can create a new version of a document.
- Replace a document in Actionstep with a new document
- Open a document, make changes and save those changes
To use the replace function, click on a document on your matter in Actionstep and from the toolbar above, look under More and choose Replace. You can also right-hand click on a document and choose to Replace it.
To use the Edit function, click on a document on your matter in Actionstep and from the toolbar above, look under Open, then choose one of the Open in Office options (the 'Open in Google Docs' option will not save the changes back into Actionstep so will not create a new version).
Seeing and Accessing the Versions of your Documents
Whenever you select a document on a matter in Actionstep, you can see further information about that document by clicking on the information button found towards the top right of the document management screen. This opens a panel for that document.
This panel is made of two parts. The properties will tell you basic details about the document such as any tags, what size it is, who created it. There is a second tab on the information panel called Version which will allow you to see the versions of the matter.
Each previous version will display who created that version, and the sate and time that the version was created.
There will also be a download link to allow you to download a copy of that version. Downloading a copy of a previous version is all that Actionstep support at this time.
The versions that show under the 'Version' tab in the information panel are all previous versions. The current version is not displayed. You can interact with the current version in the main part of the matters document management screen.
The information panel for the document will show the ten most recent previous versions of the document not including the existing version.
If there are more than ten versions of the document, you will see a link at the bottom of the information panel to be able to View More.
Clicking on this will open a list view of all the versions of that document. You can filter and sort this view , just like any other list view, to help you find the version you are after.