Maintaining multiple versions of items

You can maintain multiple versions of items. The Version tab in the Document properties window displays a list of all the versions for the currently highlighted item. The active version displays in bold.

Version numbers are allocated automatically, starting from zero (0) and incrementing by 1 (1, 2, 3, etc.).

Right-click an entry to display the functions available with versioning.

Set version active

When there is more than one version, Set Version Active will set the currently highlighted version as the active one. This makes it the version that users access from MYOB Intranet. The active version displays in bold.

New Version

New Version will open the currently highlighted version so that changes can be made. It is opened in the application in which it was originally created (e.g., Microsoft Word, Microsoft Excel). When you save the edited version (using the application's standard save functions), you are prompted to select one of the following:

Publish — save the edited file as a new version and automatically make it the current version with a status of Published.
Save — save the edited file as a new version, with a new version number, but do not make it the current version.
Discard — do not save any changes.

Import document versions

Selecting Import Document Version displays the Open dialog from which you can select one file. When you click Open, you are prompted with the same options as for a New Version.

View version

View Version will open the currently highlighted version. It is opened in the application in which it was originally created (e.g., Microsoft Word, Microsoft Excel). You can read the opened item. If you need to make any changes, you will only be allowed to save the changes to a new file name which will not be included as a new version. If you want the file to be included as a new version, use the New Version function.