Using Versioning

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Archive a page at a specific point in time or restore a previously saved copy.

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Last reviewed: October 11, 2021

Overview

Versions provide an automatic record of a previous iteration of a page, usually at a significant point in its life (e.g. when it is published), and can also be used to save a copy while it is undergoing a major overhaul.

Versions can be recovered when needed (within limits):

  • Continually storing the 5 most recent versions.
  • An additional five versions (up ten total) will also be saved until they are 90 days old.

With versioning, you can:

  • Create an archival copy of a page.
  • Compare the current page with a previous version.
  • Restore the page to a previous version.

A version is automatically created:

  • When a page is created.
  • When a new page or modified page is published.*
  • When a page is unpublished.
  • When a page is deleted.

* If a page is republished that has't been modified, a new version is not created.

Versions capture page content:

  • Components and information in the components (text, links, reference paths) are saved.
  • Images and other files uploaded (embedded) on the page are saved.
  • Files referenced to digital Assets or Shared Content are NOT saved. Also these references may now display different information based on the current state of those referenced pages/assets.
screenshot of Toggle Side Panel button.

Toggle Side Panel button

Versioning is provided in the Sites Console. Click the Toggle Side Panel button and open the Timeline drawer. When you select a page, significant events are revealed in the Timeline.

Timeline will show modifications, publication, Workflow, and created Versions. The most recent changes are at the bottom. Click More... to reveal more of the history.

Click a Version to reveal options to Preview, Compare to Current and Revert to this Version. To create a new version, use the Create button in the Command Menu. These are described in more detail below.

Watch a Tutorial

Courtesy of Caryn Sobieski in the School of Public Health and Health Professions.

Preview a Version

Zoom image: Preview Version tool Location of the Preview Version tool in the Timeline.

Preview Version tool

Sometimes it is helpful to look at another version of a page.

  1. In the Sites Console, select your page.
  2. Click the Toggle Side Panel button and open the Timeline drawer.
  3. The most recent changes are at the bottom. Click More... to see older details.
  4. Click a saved Version to reveal the option to Preview.
  5. The page will load showing that version of the contents.

If a page is moved, you can no longer perform a preview on any versions made before the move.

Create a New Version

Zoom image: Create button reveals a dropdown Create button reveals a dropdown to create a Version.

Create button reveals a dropdown

When desired, Authors can manually save the current version of a page.

  1. In the Sites Console, select the page of interest.
  2. Click the Create button in the Command Menu at the top upper left of the window.
  3. Choose Version.
  4. Provide a Label and Comment. These are optional but useful to clarify why the version was created.
  5. Click Create.
  6. A banner will display 'Success: version successfully created'.
  7. The Timeline will now show that a new version was created with the current timestamp.
  8. If a Label or Comments were provided, these will be displayed with the version in the Timeline.

Compare to a Previous Version (DIFF)

Zoom image: Compare Version tool Location of the Compare Version tool in the Timeline.

Compare Version tool

Sometimes it is helpful to look at another version of a page in comparison to the current version.

  1. In the Sites Console, select your page.
  2. Click the Toggle Side Panel button and open the Timeline drawer.
  3. The most recent changes are at the bottom. Click More... to see older details.
    • Tip: you can filter the list to just show versions using the dropdown menu at the top of the Timeline.
  4. Click a saved Version to reveal the option to Compare to Current.
    • A new screen will load, showing both pages. The current version is on the left, while the other version is on the right.
    • Some differences are color coded: new components or text additions highlighted in green and deletions in red.
    • Highlights only apply to content that is actually part of page. External references to Shared Content pages in lists or embeds, DAM assets, or third party sites will show whatever is current in those locations. Site Navigation (to other pages) will also show current content.
  5. Click Close (upper right of the window) or back up in the browser when you are finished.
Zoom image: Compare Version shows both versions side by side. Compare Version page shows current and older versions side by side. Highlighting shows additions in green and deletions in red with strikethrough. Changes are shown for Title, Intro Text, Callout and Body Text components. The embedded Photo is also shown to be different.

Compare Version shows both versions side by side.

Revert to Another Version

Zoom image: Revert to this Version tool Location of the Revert to this Version tool in the Timeline.

Revert to this Version tool

Sometimes it is helpful to switch the page to another version.

If the current page has been heavily modified since the last version was saved, consider saving a version first!

  1. In the Sites Console, select your page.
  2. Click the Toggle Side Panel button and open the Timeline drawer.
  3. The most recent changes are at the bottom. Click More... to see older details.
  4. Click a Version to reveal the option to Revert to this Version.
  5. Click Revert to this Version and your page will be changed to that version.
  6. A banner will display: 'Success, version reverted.'

Timewarp

This feature simulates the published state of a page at a specified date and time. It uses Versioning, so there must be a saved version of the page that predates the requested date/time. Timewarp is a mode of the Edit Console, and is described with Editing a Page.

Digital Assets (DAM) Versions

Versions can also be created for files in Assets.

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