When more than one person is working on the same document, it can get confusing trying to figure out which is the current version. These are the mechanisms that keep everything straight.
Automatic Version Numbering
Every time you or others save new versions of a document they get automatically numbered so you don’t have to rename files manually. There’s no risk of saving a new version called “Final_FINAL_v2_used.docx”.
Comparing Drafts Side by Side
It is easy to see what changes have been made between versions when viewing side by side and differences clearly highlighted. For example, you can see straight away if a figure has been changed or if any text has been deleted accidentally.
File Management Software locks files during editing by check-in and check-out locking. Therefore, other users cannot edit locked files. Once a file is unlocked by the first editor, it is available for other users again. For more on this, take a look at www.watermarktech.co.uk/file-management-software/.
Rolling Back Without Panic
When something has gone wrong with an edit it is easily possible to return to a previous version of a file via a menu selection. This is good practice in records and information management i.e. keep a clear recoverable history.
Seeing Who Changed What
The version history log is used to show a chronological history of changes to a file with the changes made by the user and the date and time of the change. uk/file-management-software/.
So there you have it – all these features combined mean you can rest assured that you have the one latest version of a document and not some confusing mixture of half-finished versions.
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