15.14 Storing Multiple Versions of a Document

You can store multiple versions of a document in GroupWise. Each document reference in your Mailbox points to a single document version. You can view information about a specific version of a document on the Version tab in Properties. You can manage (open, check out, check in, and so forth) document versions in the Version List dialog box.

15.14.1 Understanding Document Version Categories

You can have up to three different version categories for any document.

Current Version

The most recent revision of the document.

Official Version

The version you designate as official. When you designate an official version, you can grant users different access rights to the official version than you grant them to all other versions of the document. For example, you can grant all users rights to view the official version of the employee handbook, but grant only yourself rights to view and edit all other versions of the handbook. If you do not specify an official version of the document, the current version is considered to be the official version. In the Item List, a star (Official Version icon) displays next to the document reference for the official version.

Specific Version

A version of a document that is referenced directly by its version number. In the Item List, the number symbol (#) displays next to the document reference.

You can grant different access rights for each version of the document. For example, you can grant all users on your system View rights to the official version and grant specific users View rights to the current version.

15.14.2 Creating a New Version of a Document

  1. In your Mailbox, click the document reference for the document you want to create a new version of.

  2. Click File > New > Document Version.

    New Version dialog box

  3. Type a description for this version of the document, then click OK.

The selected version and its properties are copied to a new version.

15.14.3 Viewing Version Information for a Document

  1. Click the document reference in your Mailbox.

  2. Click File > Properties, then click the Version tab.

    Document Properties dialog box

15.14.4 Specifying the Official Version of a Document

To set the official version, you must have rights to modify security settings and the system administrator must have given you rights to set the official version of a document.

If you don’t specify an official version, GroupWise uses the current version as the official version.

  1. Click the document reference in your Mailbox.

  2. Click Actions > Version List.

  3. Click the version you want to mark official.

  4. Click Actions, then click Mark Official Version.