Manage Document Versions
sWord will list all of the previous versions of the document in the archive. For each version listed, sWord provides you with the following information:
To open a version for viewing, click on the document name once.
See Open a Version for Viewing below.
If the only version in the archive is "version 0", this means that the document has never been published since it has been created.
The most recent version has the highest number. For example, Version 3 is more recent than Version 1, and will be placed at the top of the list.
- in editing
- visible only to registered users
- unpublished and archived
Republishing/Unpublishing Options (contextual)
These may or may not be visible depending on the current status of the version.
Date of Reference
By default, this is the date the document was initially published. However, the date of reference can also be manually set via the Document's Properties Window.
Last Update Date
The date of the last update made to the version.
Expiration/Substitution Date (contextual)
The date the version was unpublished or replaced.
Note: when publishing a new version of a document, if you choose to delete the version currently online, that version will be completely deleted. You will not find any reference to it in this archive.
Open a Version for Viewing
To open a version for viewing, click on the document name once. sWord will then park the Satellite Window and open the version in your main browser window.
Unpublish a Version
To unpublish a version, click on the Unpublish this version link. This link is only visible for versions which are currently published.
The rights and restrictions to view the version will be saved in the event you choose to republish in the future.
Republish a Version
To republish a version, click on the republish this version link. This link is only visible for versions which are currently unpublished.
The version will be published with the same rights and restrictions it had at the time it was unpublished.
For example, suppose you have a document “price list”. The first version (Version 1) was published for all users, but has since been unpublished and replaced by Version 2... and so on and so forth all the way up until Version 9.
Let’s assume that by the time Version 9 was published, the company policy had changed, and only registered users were to view the pricelist. Version 9 was therefore Published for Registered Users only.
If at this point, you decide to republish Version 2, it would be visible to all users - registered or not. In other words, it “picks up where it left off" as if nothing has changed in the meantime.