As part of the Markup Comments feature set, users can add new Versions or Revisions of a file during the Review Request process. This means that instead of having to submit a new request for every new Version and change made to the file, its possible to add to the existing request. This allows everyone involved in the request to see the full progression of a file from it's first Draft to when it's been completed and approved by all.
Alongside the Markup Comments functionality where users can give and receive feedback about the file, the option to Add Versions / Revisions is key in bringing the full workflow of the creating or feedback loop of a Resource into the platform.
Version options are specific to Feedback Request, as the Resource is Published, whereas Revisions is specific to Publish Approvals.
This article contains all the detail you will need for Adding Versions or Revisions within Markup Comments. Note that it does not include Versions outside of Markup Comments or in other modules other than as part of Review Request for Resources Feedback and Publish Approvals.
Click on a title below to jump straight to that section:
- Versions in Markup Comments
- Revisions in Markup Comments
- How to Add New Versions / Revisions
- Navigating Versions / Revisions
Versions in Markup Comments
Versions in Markup Comments specifically can only be added in a Resources > Feedback Approval. Unlike Publish Approval Requests where users can add Revisions, in Feedback Requests the user will be adding new Versions, visible by other users in the Folder immediately and will always be available for them to access in Info Preview.
There are a few restrictions on who and where support for the Add Version (or Add File) functionality:
- Versions can be added by any of the Participants of the Request (users without permission won't be able to access the page) who have at least Publish Permission on the folder or the Resources.
- The Request must be in Pending status.
- If the Folder of the Resource has a Publish Approval enabled on it, the Add file action will not appear. This is because Feedback Requests do not include support for Publish Approvals within it.
When it comes to adding Versions in a Feedback Approval, the user will navigate to the Add File screen (see more below) via the Versions Dropdown. On this page there are a few important points to note which are specific to Feedback Requests.
- When adding a New File, by default the New Versions checkbox will be enabled. Unless the Mandatory Versions setting in Admin is enabled, this can be unselected. If the user chooses not to add a new Version, the new file will replace the current version.
- If the user is adding a new Version, they can add in a Version Comment if required.
- For Versions added in Markup Comments, only a limit Upload form with the Name field is supported. There may be upload fields that will need to be filled out (which can still be accessed in the folder).
Note that if a Feedback Request is for a Resource that has a Publish Approval enabled on the Folder, then the Edit & Review action will not be available in the Approval Request list.
Revisions in Markup Comments
Whilst in Feedback Requests users can only Add Versions, in Publish Approval requests, the new concept of Revisions has been added. Revisions are able to be uploaded while the Request is in Pending. This means that you can request changes (in Markup Comments) and the Requestor (or others) can upload a new Revision that addresses those changes. This is all done within the same Request and won't require your Reviewers to Approve or Decline the request in order to see changes.
As Revisions are added, you can still access previous Revisions and the Markup Comments that were added to each one. Any Revision except for the final one that is added during a request will only ever be accessible by those involved in the request. This means that all of the Draft or In-Progress files that were uploaded as a Revision for review, will not be available to the end user.
There are a few restrictions on who and where support for the Add Version (or Add File) functionality:
- Revisions can be added by any of the Participants of the Request who have at least Publish Permission on the folder or the Resources.
- The Request must be in Pending status.
Whilst the user is adding Revisions to their Publish Approval Request only the Name field needs to be filled out.
Once a Published Request is Approved in the Review Request area, the Latest Revision will be become the 1st Version of the Resource and will be accessible to end users. Any other Revisions added will only be available in the Request Details > Markup Comments area; ie they will never be accessible to users who were not part of the request.
How to Add New Versions / Revisions
There are multiple ways to add a New Revision or New Version.
1. Click the Add Revision / Add Version button that you can see above the file Viewer on the left of your screen (highlighted below). From there you can follow the steps outlined below.
2. Click the Versions / Revisions tab and the Add button that appears at the bottom of that section (highlighted below):
Once the New File page is opened, follow the steps below to add a new file:
- Either Drag & Drop or Browse to select your new file.
- Add a Name (this is the Resource Name that users will see in the platform).
- Click Save at the bottom of the page.
When adding a New file, users will also be able to Resolve or Unresolve Comments from Previous Versions / Revisions of the file. They can also do this in bulk, resolving all comments at once.
Once a new Revision is added, users can also elect to receive an Alert to notify them that this has occurred. This feature will also be added for New Versions at a later date.
Converting New Files
When New Files are uploaded, sometimes they may need to be converted to a format that can be supported for Markup Comments. This is more common with Video and Document files though can also occur with Images. In these scenarios there may be a delay in loading the file which will be indicated by a loading screen. The user will need to refresh the page to see if the New Version / Revision has been converted.
Navigating Versions / Revisions
By default, the Markup Comments page will load the most recent Version / Revision. The user can also choose to load other Versions or Revisions via the Versions / Revisions dropdown which appears at the top of the Markup Comments panel (as pictured below):
Once this dropdown loads, users can click on a Version / Revision to load both that Version / Revision in the Preview and the related Markup Comments.
The popup that appears allows users to navigate through all Revisions for that Publish Request or all Versions for that Feedback Request. Note that if the Feedback Request has no previous Feedback Request, then All Versions of the Resource will be visible. Users with sufficient permission can also Download the Version and view information about those items listed, including a count of the number of Comments (including Replies) that have been added.
For URL's, the previous Revisions will be a snapshot of the URL at the time when the user clicked the Add Revision button. This will allow users to access a historical view of the link and allow them to still see the progression of the request. The snapshot can also be downloaded as a PDF file. For a URL's current Revision, users can still access a link to open the site in a new tab, or Markup the link within the Markup tab directly.
Versions / Revisions Tab
Additionally, Users can also access their previous Versions / Revisions via the tab that appears at the top right of the page.
When an option is selected here, the preview of the file on the left will be updated. The user can also access the Compare feature if multiple Versions / Revisions are selected.
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Other Markup Comment articles available include: Markup Comments Overview, Markup Comments Support, Access & Restrictions, Markup Comments & Annotations, Video Markup Comments & Annotations, Instant Alerts (Markup Comments).
To read more about Approvals click here.
Please note that the 'Approvals', 'Admin' and 'My Account' terminology referenced above may appear differently in your platform as these are customisable terms. You can view related terminology here.
If you have any further questions about Markup Comments, please contact your Customer Success Manager.
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