File Versioning

Versioning is essential for maintaining control over document and file management in your systems. Here are the key reasons to use versioning:

1. Track Changes Over Time: Versioning records every modification, allowing you to see what changes were made, when, and by whom. This creates an audit trail for accountability and review.
2. Restore Previous Versions: You can easily revert to an earlier, stable file version if a new update introduces errors or unwanted changes.
3. Enhance Collaboration: Incremental updates allow multiple users to work on the same document. Versioning helps manage these updates without conflict, ensuring everyone works on the latest version.
4. Manage Different Release States: You can maintain multiple versions for different purposes, such as drafts, reviews, and final releases, ensuring clarity and control over the document lifecycle.
5. Improve Quality Control: By saving snapshots at each significant change (major or minor), teams can review revisions thoroughly, ensuring quality and compliance throughout development.
6. Prevent Data Loss: Versioning safeguards against accidental deletions or overwrites, enabling quick recovery of previous data.
   
   

File Check Out and Version Control

1. Navigate to the file and click Actions.
   
   
2. From the Action menu, select Check Out from the options.

Note: The Check Out option is unavailable if the Block Download option was toggled on during the file upload process.

Download and Lock Indicator

1. Once checked out, the file is downloaded to your device.
2. The file interface then displays a padlock icon indicating the file has been checked out.
   
   
3. The current version number of the file is visible next to the padlock.

Available Actions After Check Out

Once the file is checked out, you have three options:

1. Check In (Minor Version)
   Use this option to check the file in after making small, incremental changes. 
   This updates the file version from e.g., 1.0 to 1.1. 
   When selected, it opens a file upload window where you can select and upload your updated image. Upon uploading, the new version number will be reflected in your Workbox.
   
   
2. Check In (Major Version) 
   Use this when significant changes are made, warranting a major version update.
   This updates the version from e.g., 1.0 to 2.0.
   Similar to the minor check-in, it prompts you to upload the revised file and update the version number accordingly.
   
   
3. Cancel Check Out
   This option cancels the check-out process.
   The file reverts to its original state in the Workbox.
   The checkout lock and version change are reversed, leaving the file unchanged.