With your workgroup constantly checking assets out, editing them, and checking them back in, it would seem easy to lose track of the many different versions. To avoid such confusion and to guarantee a hassle-free workflow, Cumulus provides the ability to manage different versions of assets – but only if you employ versioning (for details on how to set up versioning, see the Administrator Guide).
Via the Show History function, you can get information on the versions of an asset, e.g. which version is the latest, who has edited the asset and when, and the comments that the users made on their versions. Furthermore, you can:
• Edit the information included with each version
• Delete any versions you no longer need—thus saving storage space
• Designate an older version of an asset as the current version
• View (and compare) versions in full screen preview
Viewing an Asset’s Version History
To view the version history of an asset and to manage the respective versions:
1. Select the record representing the asset whose version history you want to view.
2. Select Asset > Show History. The Version History window opens.
The columns in the Versions list display the following information:
• Version – the number of the version. The higher the number, the later the version.
• Date – the date and time at which the version was checked in.
• User – the user who checked that version in.
• Comment – any comments the users who were checking in made.
Since the Comment column is limited in space, the full text of a comment is provided in an area below the table.
Actions that can be performed on versions:
Click Delete to delete the selected version(s). Since every version of an asset is a file in itself, it’s often a good idea to free up disk space by deleting any versions you no longer need. Keep in mind that deleting the latest version makes the next-latest version the current version. If this is the case, Cumulus Server re-catalogs the “new” current version and updates the record representing it. Deleting all versions of an asset deletes the asset itself.
NOTE: You need to have permissions to delete records from a catalog in order to use this function. To find out if you have this permission, ask your Cumulus Administrator.
Click Make Current to designate the selected version of an asset as the current version. The version number will increment, even though the asset is not physically changed by the designation.
NOTE: The function is implemented as virtual rollback’, which doesn't erase any previous version of an asset.
Click Preview to open the selected version(s) in Fullscreen Preview (for details see “Fullscreen Preview” )
NOTE: If the Fullscreen Preview is evoked from the Show History window, navigation to other than the selected versions and the display of the Info Window are disabled!
Click Edit Comment to edit the comment of a version. The Version Comment window opens. Make your changes and click OK to save your changes and get back to the Version History window.