Superseding one version with another
A
document stores multiple versions
of a file. You supersede one with another by choosing
. If you
haven't added a file to an empty document yet,
you instead.
In most cases, you'll use the appropriate tab to supply the file
(from your computer, from elsewhere on the internet or by copying,
pasting or modifying some existing
plain or
formatted text) and, if you want to, add deadline for comments on
the new version.
You can also give some introductory information as a reason for
adding a new version, for example 'this is the first candidate for
printing' or 'please particularly check the venues'. This will under
the document name and be incluided in any email invitiation you might
send. This information will be copied from the previous version unless
you change it.
If the previous version was a background
for
brainstorming (for plain and
formatted text only) you may have reached a point where the new
version is more finished, so you can turn this off.
Image captions
If you are superseding an image, there is an additional
tab add caption or amend caption
which is to allow image captions (which are treated like a second
page) to be managed without affecting the image itself.
Ouch, it says all sorts of things may be a problem
Sometimes you and your
colleagues
can get under each other's feet and you end up changing the same file
at the same time. We try to help you avoid this as much as possible
and warn you when we think it has happened.
You will avoid a lot of problems of this kind by
always choosing before starting to make any
changes to a file. As well as letting you download the copy you need
to work on if you don't already have it, it lets other people know you
are working on it when they make changes that might conflict with
yours - such as
downloading a copy, or
even making
comments on it.
Where did you get your file from?
If you aren't the original author and you haven't ever downloaded
the document you are proposing to supersede, then how did you obtain
the file you made your changes in?
You might have got it by email from a
colleague or by some other means by a back
door route. But do you then know it is the correct version? - best to
check. Or maybe you are accidentally superseding the wrong document!
We're not being bossy or disapproving, it's just that you are
apparently doing something that could mean you replace the older
version with an inappropriate one.
Are you working on an older copy?
If someone supersedes the version you are working on, you could
overwrite their changes by uploading a new version based on a previous
download. We tell you when this happens.
This may be a mistake (which could have been found out earlier had
you done first).
Equally, there are very valid reasons for doing this. You may want
to abandon changes in the top version and start again from an earlier
one. You can download earlier versions by choosing , choosing the version you want,
and then or .
Someone else said they're editing
If someone else is editing the file, we'll let you know. If you
also said when you started then
you should already know this.
Either way, one of you will have to merge, lose or abandon their
changes.
Moving a version between documents - the 'selected' tab
Sometimes your file is already in an Ensembling document
somewhere else. For example, someone may have added a new document
when really it should have been a new version of an existing
document. Or maybe the version was deleted and you want to recover it.
You can transfer it to the correct document:
- first, just the document you
want to transfer the version from (it will be in
the Deleted Items folder if you are recovering
a deleted version)
- go to the document where it is wanted
- choose the 'selected' tab.