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Version Naming

NetDocuments is adding the ability to name document versions. This will allow users to easily distinguish between document versions, as well as search the version names.

We would appreciate your input on this feature. Below is a link to a survey about this feature's functionality. If you are interested in providing input into this functionality, please take a moment to complete the survey prior to 6 July 2018. 

https://www.surveymonkey.com/r/XWFWL6Z

Thank you,
NetDocuments Product Management Team

Status: Completed

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Hi Valerie -- had a few of our users look at this and they were a little confused on the questions.  Could you clarify exactly what will change?  Thanks. 

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Currently, the Version dialog has a box which contains automatically appended information, as well as manually entered comments: 

We are trying to determine whether the information currently contained in this field should be transferred to the new Version Name field:

We want to ensure that we've got the input of the users of this feature, rather than making this decision in a vacuum. 

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Our users don't want the documents autopopulated with a name.  They have a complex naming sequence for each department and have multiple saved searches, etc. based on their naming sequence.  Having options would be great, but not predefined.  Thanks. 

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We received the download for the Version Naming option last night. It is very nice. Two questions, however.

1. Is there a hotkey or other method to copy the previous version name into the field when Adding Version, for example. Otherwise, we have to type the entire name in, which can sometimes be long, with some minor change at the end, like changing "Draft" to "Final".

2. Will ndOffice be updated soon to allow Version Naming when we Save As a new version in Word, for example? Right now Word gives no option to rename a new version and you just have to save, then enter the browser and change the version name there. Unless I've missed something, of course.

Thanks, Wayne

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@Wayne Louvier - Version naming wasn't ready in time for us to support in ndOffice 2.3.0, due out a week from friday. We will be adding support for this in the next version of ndOffice. 

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Thanks for the information, Don. That is unfortunate. Obviously the functionality of Version Naming is restricted by its absence from ndOffice which most of my coworkers use to create new versions (although we do use Add Version also from the browser). Would it be too much to hope for an interim release or hotfix in ndOffice adding this functionality before the next (quarterly?) release of ndOffice?

Also, what about the other issue I raised about having to reenter the name of the new version entirely when creating a new version in the browser? Absent a hotkey, it would even be better if the existing file name defaulted into the field allowing it to be modified or deleted easily.

Thanks again, Don.

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@Wayne Louvier -

Q: "Also, what about the other issue I raised about having to re-enter the name of the new version entirely when creating a new version in the browser? Absent a hotkey, it would even be better if the existing file name defaulted into the field allowing it to be modified or deleted easily."

A: Wayne, the short answer is, Document Name, and Version Name are two separate items. 

Maybe this will help:

The way the versioning is designed now makes it so that re-entering the Document Name in the Version Name is redundant.  It's not really necessary, as the Document Name remains the same, and the "Version Name" Is used to identify differing variables in each version.  For example, "Draft", "Final", "Changes requested by X", "Final document sent to court on X", etc...  The Document Name stays the same and the version name acts simply as an additional identifier for each version

Just another example of the difference between Version name and Document Name:

I hope this helps!
 

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Hi Tanner,

Thanks for your explanation. As I began to use the feature more yesterday, I realized what you've explained. The version name is akin to the comment field, but displays in different circumstances. Take care.

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I know this post is a year old but I have a question and searching help hasn't provided the answer, or at least I've not found it.

Is it possible to add a version name after the file has been saved. Scenario: Saved as new version but didn't see the need for creating a version name. Now, of course, the user wants to add a version name without creating another version.  Is this possible?

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@Julie Clegg - Yes, it's possible. When the user is viewing the versions of the desired document, they simply click on:

MORE OPTIONS --> RENAME --> Then enter the desired name. I followed your exact scenario and was able to change the name to "Official Version" as highlighted below.

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Renaming a version is a great addition to the feature set. One of our partners put in a request to allow that version name to reflect when sending the file as an attachment or otherwise exported from ND.

For example, using the above screen shot for the “Motion for Summary Judgement” document.  If we attach  versions 7 and 3, both attachments show as “Motion for Summary Judgement” in Outlook. They currently are renaming via the ND Edit feature but adds quite a few steps to their workflow.

 

Thanks!

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