Version History

One of the many advantages of M-Files is the fact that the earlier versions of objects are retained. You can go back in the object history according to the times the object has been checked out and checked back in.

When you create a document and check it in, the first version of the document is saved on the server. When you later check out the document and open it, make changes, save the document and check it back in, the second version of the document is saved on the server. You can later roll back to either of these two versions.

In the History dialog, the icon marks an earlier version of the object, in this example a Microsoft Word document. You cannot change the content or metadata of earlier versions.

Add Label to This Version

You can add a label to an object version. The label will be shown in the Version label column in the History dialog.

To add a label to the selected object version, click Add Label to This Version and select a label from the drop-down menu. To create a version label, click the small arrow next to the drop-down menu and select New Value (Version label) from the context menu. By default, object versions do not have labels.

Clear this label from the other versions of the object

Only system administrators and users with the Full control of vault administrative permissions can use this option. To clear the selected label from other object versions, select the Clear this version label from the other versions of the object check box. For example, you can make sure that only one version of a contract is labeled as approved.

Modify Version Details

With the Modify Version Details option, you can add one or more version labels to an object version and add a free-form comment that will be shown in the History dialog. These comments are also shown in the comments view of the object's metadata card and in the comment history of the Comments function (see Object Comments).

Roll Back

In the History dialog, object versions are listed from oldest to newest on the basis of their creation date. You can restore old versions with the Roll Back option.

When you do a rollback, M-Files uses the contents and metadata of the selected version to create a new version of the object. Rollback does not have effect on intermediate versions. You can use the Roll Back option only when the object is not checked out. Be careful when you roll back to an object version that has a workflow state, because the workflow state can cause unwanted actions.

Note: You must have appropriate permissions of the object to restore a previous version of it. If you roll back to a previous version where the permission settings and the metadata of the object have changed, the change permissions and edit rights on the object are necessary. If, on the other hand, only the metadata or the contents of the object have changed, you must have at least edit rights on the object.

Compare Selected Documents

To compare document content, hold down the Ctrl key and select two document versions. Then, right-click a selected version and select Compare Selected Documents.

For more information, see Comparing Documents.

Version History and Permissions

To see a previous version of an object, you must have have access rights to that version and to the latest checked-in version.