Edition: Professional, Business, Enterprise
User-level: User and above
Each document that is uploaded to Synergy automatically includes version control. Version control on files allows you to:
Work on a document as a team, using the 'check-out' feature to make sure only one staff member can edit the file at a time.
Check-in a file when changes are finished and this process lets you upload the new file version.
Request another staff member finish working on a file using 'request check-in'.
Undo a new version upload using the 'rollback to this version' option.
Checking out a file
Go to the Project Menu > Project Information > Document Register.
Navigate to the document you wish to check-out.
You can check out the document from the document register list here by clicking the ellipses on the right, and selecting 'Check-out for edit'.
Or you can open the document directly and then click the ellipses at the top right, and select 'Check-out for edit' from there.
Once a file has been checked out, a banner will display at the top of the document page:
And from the document register list, the icon on the right will show a red arrow to indicate that the file has been checked out:
Cancelling a checkout
Canceling a checkout returns a file to the previous version. Checking a file back in using this feature allows other staff to be able to check out the file and make any required changes. You can only cancel a check-out of files that are checked out to you.
To cancel a check-out:
Go to the Project Menu > Project Information > Document Register
Navigate to your checked-out document.
You can cancel the check-out from the document register list here by clicking the ellipses on the right, and selecting 'Cancel check-out'.
Or you can open the document. You can cancel the check-out using the option in the banner at the top of the screen, or from the ellipses menu:
Once the check-out has been cancelled, other users can check it out themselves.
Requesting Check-in from another Total Synergy User
If the file you are wanting to access has already been checked out by another user, this will prevent you from being able to access it and make any changes. You can send a request to the user to check-in the controlled file so that you can then open the file for edits.
This will email the user that has the file checked out, requesting that they check-in the file so that others can make changes. The request option is only available on files who are checked out to another user.
To request a check-in:
Go to the Project Menu > Project Information > Document Register
Navigate to your checked out document.
Click the ellipse on the right and select 'Request check-in'
Rolling back to a previous version
If a user has checked in an edited file in error, you can use the ' rollback to this version' feature to undo the changes and restore the previous file. The restored file is added as the latest version number, and the old version with the incorrect change remains.
From the Project menu > Project information > Document register
An edited file has been checked in as version #4. The file needs to be returned to an earlier version
Open the file details list by clicking the row action button > select the 'Details' option.
In the document history panel, click the row action button on the file that you will be rolling back to > select the 'Rollback to this version' option.
This creates version 5 for the file. Version 5 is a copy of the version 3 file, and will be opened when users click check-out or download the file.