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The Dutch DataroomThe Dutch Dataroom manual

Versions and comparing

A document keeps its identity when you upload a new version. Links to the document, references in requests and permissions keep working; only the content changes. That way you can always see which version was shared at which moment.

Document detail with version history, uploader and the button to compare a version
The document page shows the version history, with who uploaded each version and when.

Placing a new version

Section titled “Placing a new version”
  1. Open the folder containing the document.
  2. Upload a file with the same name in the same folder, or choose New version in the action menu of the document.
  3. Confirm. The previous version is kept; the new one becomes the current version.

The numbering in the index does not change: versions belong to the same index number. In the list you can see which version number is current for the document.

Viewing the history

Section titled “Viewing the history”

Open the document (not the viewer, but the detail page). For each version you see:

  • the version number and the date;
  • who placed the version;
  • the file size;
  • a button to open or compare that version.

Each version can be opened separately. Opening an old version does not change the current version.

Comparing

Section titled “Comparing”

Choose Compare versions and select two versions. For each attribute you see what has changed: uploaded by, upload date, size, number of pages, fingerprint and the version note. Changed rows are marked, so at a glance you see whether a file is really different or has only been supplied again.

The fingerprint (hash) is the most reliable check: if it is the same, the content is identical byte for byte, even if the file name or date differs.

Restoring

Section titled “Restoring”

Choose Restore this version. The chosen version becomes the current version again — as a new version in the history, not by deleting the versions in between. That way the history stays complete and you can see in the log that a version was restored.

What the log records

Section titled “What the log records”

Every new version, every view and every download is in the audit trail with document, version, person and time. That is exactly what you need when afterwards the question comes which version someone saw.