Version sets

Content of this article 

• Add files to a version set

• Create a version set and assign rights

• A files version set-relations

• Messages in version sets

Add files to a version set

Purpose

Add files to a version set.

Background

You can add files to a version set from both the Work Space and the Publication Space, so a snapshot is saved of how for example a fil-set looks on a given time.

You can add either more of the newest file versions or single older file versions.

Things you should be attentive to

• You need right to the wanted folder in order to add files to the specific version set. To get rights, you need to contact a project administrator.
• There cannot be more file versions of the same file saved in the same version set. 
• If you add a new version of a file which is already present in a version set, the new version will replace the existing one. 

How to

Add the latest file version to a version set

1. Access the project
2. Navigate to the wanted folder and mark one or more files
3. Choose the function "Add to version set" through the toolbar above
4. Choose the version set(s), which the files are to be saved to 
5. Click "Next" and then "OK"

Add an older file version to a version set

1. Access the project
2. Navigate to the wanted folder and right click on a file
3. Choose the tab "Version set"
4. Choose the file version and click on the button "Edit"
5. Choose one or more versions sets, which the file version is set to be saved to and click "OK"

Create a version set and assign rights

Purpose

Create a version set.

Background

Version set are used to create documentation of a project milestone; For example on the changing of phases and with Tender.

With version sets you can see how the projects documentation looked at a given time, even if the folder has been updated with new versions. 

Things you should be attentive to

• You need to be Projectadministrator to create a version set.
• If you "Lock" a version set, if will only be visible to the ones who have access to it.

How to

1. Access the project
2. Go to either the Work Space or the Publication Space 
3. Right click the tab "Version set" on the sidemenu to the left
4. Click on "Create version set"
5. Choose a name for the version set
6. Choose if the rights needs to be copied from one version set to another
7. Click on "Next"
8. Afterwards you need to assign user rights from the roles
   • Administrator: Access to read and edit content, alongside edit in version settings
   • Materiale responsible: Access to read and edit content
   • Observer: Access to read content

A files version set-relations

Purpose

To get an overview of what file versions are placed in which version sets. 

Background

It is possible to lose track of which file versions are available, if more version sets are present in a project and if different file versions of the same files are saved in different version sets.

By opening versions set-relations, you can see which version set the different file versions are placed in. 

How to

1. Access the project
2. Navigate to a file in either the Work Space or the Publication Space and right click on the file
3. Click on "Version set"

Messages in version set

Purpose

Communicate directly in version sets. 

Background

It is possible to send a message from a version set with the function "Notify users and contacts". The receivers of the message/notfication will only be users with access to the version set. 
You can also get an overview of the messages in Version set-> Messages.

How to 

1. Open the project
2. Go to Version set
3. Select either the workspace or the publication space part of the version set
4. Click the button "Notify users and contacts" 
5. Enter subject and write a message
6. Select receivers and finish with "OK"