GCdocs16: How to View Versions, Modify Settings and Promote Versions - Classic View (COR5-J14)

GCdocs16: How to View Versions, Modify Settings and Promote Versions - Classic View

Viewing versions

1. Navigate to the document you wish to view the versions
2. Select the Functions menu
3. Select Properties
4. Select Versions

Limiting the maximum number of versions

1. Navigate to the document you wish to limit the number of versions
2. Select the Functions menu
3. Select Properties
4. Select Versions
5. Select Specific
6. Modify the value in the Max. Versions field
7. Select Update

Selecting version control

GCdocs allows you to select the type of versioning that will be applied to your documents. Your choices for versioning are Standard and Advanced.

Standard versioning applies versions in a linear format, meaning version 1 will be followed by version 2, which will be followed by version 3, and so on.

Advanced versioning applies major and minor versions. Major versions are represented by 1, 2, while minor versions are represented as 0.1, 0.2, 0.3, and so on.

1. Navigate to the document you wish to modify the version control
2. Select the Functions menu
3. Select Properties
4. Select Specific
5. Select the Standard or Advanced radio button in the Version Control field
6. Select Update

Promoting a minor version to a major version

1. Navigate to the document
2. Select the Functions menu
3. Select Properties
4. Select Versions
5. Select the Functions menu of a specific minor version
6. Select Promote to Major
7. Select Submit

You may only promote a version if advanced version has been selected in the properties. Users with only See Contents permissions will only see the major versions of the item. Users require Modify permissions to see major and minor versions.

Locking a version

GCdocs allows you to lock certain versions, ensuring that they cannot be deleted.

1. Navigate to the document you wish to lock a version
2. Select the Functions menu
3. Select Properties
4. Select Versions
5. Select the Functions menu of a specific version
6. Select Lock
7. Select Lock Version

Unlocking a version

1. Follow the above steps 1 to 6 and at number 6 select Unlock
2. Select Unlock Version