Creating Content Versions

You can save important processing statuses of an original application file as content versions in secure storage areas. This enables you to keep track of the changes to an original application file, and may also be necessary for liability and proof purposes.

In the document info record, you can access the original application file that you first added to the document, and all versions of that file that have been created since then within a particular status.

You can create content versions manually or automatically. If you set up the automatic creation of content versions, the system creates a content version each time you check in the original and save the document. Automatic creation depends on the setup of the status network for the document type and the workstation application.

Note Note

The stored version of the original application file was called an audit in previous releases.

End of the note.

Integration

The creation of content versions depends on the workstation application. You set the scope of the original model during the definition of the workstation application in Customizing for Document Management under Start of the navigation path General Data Next navigation step Define Workstation Application End of the navigation path . To create content versions, you must select the Content version checkbox.

The following additional settings affect the creation of content versions:

Processing Content Versions	Activity in Customizing
You must define a status for the document type for automatically creating content versions.	Control Data Define Document Types Define document status Under Define document status, select the Content version checkbox
You must define that the original application files are stored using the Knowledge Provider (Content Repository) for manually creating content versions.	Control Data Define Document Types Select the Use KPro checkbox
You can store content versions in a predefined storage category. You define the settings in a profile that is assigned to the user.	General Data Define Profile Enter the storage category. The setting is only read for document types that support storage using the Knowledge Provider.

Processing Content Versions

Activity in Customizing

You must define a status for the document type for automatically creating content versions.

Start of the navigation path Control Data Next navigation step Define Document Types Define document status End of the navigation path

Under Define document status, select the Content version checkbox

You must define that the original application files are stored using the Knowledge Provider (Content Repository) for manually creating content versions.

Start of the navigation path Control Data Next navigation step Define Document Types End of the navigation path

Select the Use KPro checkbox

You can store content versions in a predefined storage category. You define the settings in a profile that is assigned to the user.

Start of the navigation path General Data Next navigation step Define Profile End of the navigation path

Enter the storage category.

The setting is only read for document types that support storage using the Knowledge Provider.

Features

A content version is only created from an original application file that is not stored in a secure area in its current processing status. Each content version can have one or more additional files assigned to it.

The secure area in which the content versions are to be stored is determined by the following checks:

If the original application file was already stored in a secure area, the system stores it in the same one again.
If the original application file is being stored in a secure area for the first time and a profile has been assigned to the user, the system stores the original in the storage category that is specified in the profile.
This setting is only read for document types that support storage using the Knowledge Provider.
If the system could not find storage data, a dialog box appears where you can choose from the possible secure areas.

Activities

Creating Content Versions Automatically

Creating Content Versions Manually