Versioning enables you to save the current status of a file or record, including its metadata.
You can then view, compare and restore archived versions.
Versioning is useful in the following cases, for example:
Safeguarding against major changes
Maintaining editing statuses, e.g., for image files (original/retouched)
Restoring after incorrect editing
You can find versioning in the detail view of an object by clicking tab "Versions" in the menu bar. If no version has been created yet, only the current record is listed there as the "Current version".
Versioning in the detail view of an image in the Files module
Please note
Rights: Versioning is disabled by default for all users and modules. The function must be enabled by an administrator for each module and each role as needed.
Create a new version
You can create a version of a file or record at any time. There are several ways to version a file or record:
Create a version before editing
If, for example, you want to save the original version of a record before making changes, you can create a version for the current data status:
Open the file in the detail view.
Click on the "Create version" button
in the toolbox.A pop-up window will open. Give the version a name, e.g., "Original", or select the automatically suggested name.
Click "Create version" to save the current data status.
In the detail view, tab "Versions", you will now see:
Current version: the current, active status
archived version: the previous status
The menu bar will now show that a version exists for this file.
Current version
The "Current version" is the active version that can be edited.
The current version is always displayed at the top of the list.
Any changes you make to a file or its metadata only affect the current version.
Archive of previous versions
Below the current version, you can see all archived versions with their version name, creator, and creation time.
They are listed chronologically by creation date.
Archived versions cannot be edited.
Deleted versions are still listed with their version names.
Automatically suggested version names are sequential and also take deleted versions into account.
Create a version when saving changes
When, for example, you use the video editor to edit a video file in the system, you will be asked whether you want to save the current version when you save.
After editing, click on the "Save" button
in the toolbox.A pop-up window will open. Give the version a name, e.g., "Original video", or select the automatically suggested name.
Click "Save" to save both versions.
In the detail view, tab "Versions", you will now see:
Current version: the current status after your editing
archived version: the previous status before your editing
Alternatively, you can use "Save as" to create a second data record for your editing.
Upload a version
When, for example, you have retouched an image file on your computer and want it to be considered the current version, you can upload the retouched file as a new version:
Open the file in the detail view.
Alternatively, you can also select the file or record in the main view using the checkbox.
Click on the "Upload version" button
in the toolbox.A pop-up window with an upload function will open.
Select the file from your computer to upload it.
If the file name differs from the previous file, you can choose.
Choose whether you want to use import tagging.
Assign a name to the previous version, e.g., "Original", or select the automatically suggested name.
Click "Create version" to save the current data status.
In the detail view, tab "Versions", you will now see:
Current version: the current status with your uploaded file
archived version: the previous status before uploading
Restore a version
You can restore any archived version as the new "Current version" to reactivate it, including its metadata.
The previous "Current version" remains in the archive if desired.
Open tab "Versions".
Select the version you want to restore using the checkbox.
Click on the "Restore version" button
in the toolbox.A pop-up window will open:
Save current version?: By default, the previous current version is automatically archived before being overwritten.
Deactivate the switch if you do not need this backup.
Click "Restore version" to adopt the data status of the selected version as the new "Current version".
In the detail view, tab "Versions", you will now see:
Current version: the version you just restored
archived version: the former "Current version"
What happens to the metadata?
When restoring, all metadata from the archived version is transferred and replaces the previous metadata. This applies to, for example:
Keywords
Usage rights status
Descriptions
Examples:
You restore an older version of a product that contains an outdated description – this will replace the current description.
You restore an image with the rights status "Approved" – this will overwrite the "Locked" status of the current version.
Tip
Use the change history to track which values have changed after the restore.
Download a version
You can download an archived version. In the Files module, for example, you can download the old editing status of an image that was saved in this version:
Select one or more versions (the current version is excluded).
Click on the "Download" button
in the toolbox.The pop-up with the available download profiles opens.
Select a download profile. The download will start immediately.
The name will be the file name at the time of versioning, together with the name of the version, e.g.: "shutterstock123 - Original".
Please note: Version downloading must be enabled for your role. It is available by default for the Files module.
Configuration note for admins
The "Download" function must be enabled in the role configurations for each module and role. It is not active by default.
Role-based module settings > Module (e.g., Files) > Feature Permissions > "Allow version download"
Compare versions
You have two options for comparing versions. Depending on what you want to compare, select one of the following actions from the toolbox:
Version comparison (2 versions: compare and transfer metadata)
Full screen view (2 or more versions: compare visually)
Version comparison
The version comparison compares exactly two versions with each other.
If necessary, you can transfer metadata from an archived version to the current version to restore older values.
Open tab "Versions".
Select the two versions you want to compare using the checkbox.
Click on the "Compare versions" button
in the toolbox. A comparison view with all metadata fields opens.
On each side, you will see one version.
You can open and close metadata groups as usual.
In the middle between the two versions, you can see whether their metadata differs:
: Difference in one field
: Difference in one group (open the group for details)
: No differences
Use the dropdown menus above the preview image to switch between the available versions.
Version comparison of an image file in module Files
Transfer metadata
You can transfer metadata from an archived version to the current version.
Click on the
or 
button to transfer the metadata of a field or metadata group.Alternatively, you can click on the
button next to a metadata field in the open group of the archived version.Below the archived version, you also have the option to transfer all values at once.
Once you make a transfer, the "Save" and "Revert changes" actions are activated at the bottom of the metadata.
Save the changes to update the current version.
Please note
By saving, you overwrite the metadata status of the current version.
Full-screen view
The full-screen view can be used for multiple versions at the same time. It is particularly useful for visually comparing images or videos, for example.
Open tab "Versions".
Select all versions you want to compare in full-screen view using the checkboxes.
Click on the "Compare versions in full-screen view" button
in the toolbox.The full screen view opens. You can see all selected versions in the filmstrip at the bottom. The "Current version" is always included.
Click on a version to view it in full screen mode.
Hold down
CTRLorCMDto select and view multiple files at once.
Please note
Full screen mode for versions is only available in the Files module.
Delete a version
You can remove archived versions from the archive at any time.
Open tab "Versions".
Select all versions you want to delete using the checkbox.
Click on the "Delete version" button
in the toolbox.A security prompt will appear. Confirm it to permanently remove the version.
In the detail view, tab "Versions", you will now see:
"Removed version": The deleted version will remain in the list, along with information about the time it was deleted and by whom.
The deleted version remains on the list for information purposes
💡 Frequently asked questions
Why can't I see the versioning for an object?
If the "Versions" tab is not visible, either the function has not been activated for this module, or it has not been activated for your role.
How many versions can I create per object?
You can create as many as you like.
Who can create, restore or delete versions?
This depends on your user role. Some actions require extended rights.
What happens when I restore an archived version?
This version's data status (including all metadata) becomes the new "Current version". Archive the current version if necessary.
Can I restore a deleted version?
No, deleted versions are permanently removed.
Why can't I see the "Version comparison" action?
This option only appears if exactly two versions are selected and you have the necessary permissions.
Are all versions retained after a comparison?
Yes, all archived versions remain in the system even after the comparison and any metadata transfer.