Manage document versions
The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.
You can manage multiple versions of a document in Workfront.
Access requirements
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| Adobe Workfront package |
Any Workfront package to manage documents using legacy Workfront storage Any Workflow package to manage documents using Adobe cloud storage |
| Adobe Workfront licenses |
Contributor or higher Request or higher |
| Access level configurations | View access to Documents |
| Object permissions | View access to the Document |
For more detail about the information in this table, see Access requirements in Workfront documentation.
Prerequisites
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This article assumes that the document has multiple versions.
If you need information about uploading new versions of a document to Workfront, see Upload a new version of a document.
Manage document versions in the legacy documents area
View a list of all versions of a document
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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In the upper-right corner of the page, click the Open Summary icon
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Scroll down to the Versions section to view all the document versions.
View and manage details for a previous document version
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Click the Main Menu icon
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Hover over the document, then click Document Details.
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Near the top of the Document Details page, click the drop-down menu next to the name, then click the name of the version you want to view and manage.
Along with viewing the version’s details, you can make changes to the version, such as its name, metadata, and proofing settings (if it’s a document proof).
Download a single document version
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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In the upper-right corner of the page, click the Open Summary icon
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In the Versions section, click the click the More menu
Download all versions of a document
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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In the upper-right corner of the page, click the Open Summary icon
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Scroll down to the Versions section and then click Download All.
Delete a document version
If you upload a version of a document by mistake, or a version is no longer needed, you can delete the version and maintain the original document.
Keep the following in mind when you consider deleting a document version:
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Only one version can be deleted at a time. If a version is deleted, this action appears in the Updates section on the document.
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If you upload a new version after deleting a version, the new version receives the next sequential number. For example, if there are 3 versions of a document and you delete version 3, the next document uploaded will be version 4.
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System updates and comments made on a version are retained in Workfront after the version is deleted.
To delete a document version:
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Click the Main Menu icon
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On the Documents page, select the document from the list.
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In the upper-right corner of the page, click the Open Summary icon
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Scroll down to the Versions section to view all the document versions.
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In the Versions section, click the click the More menu
note NOTE - The Delete option is visible only if there are at least 2 versions.
- If the document is linked to an outside source, that link is deleted and the document is no longer accessible through Workfront.
Manage document versions in the new Documents area in Preview
If your organization uses Adobe cloud storage, you will see the new Documents area when you access documents in Workfront. For more information about Adobe cloud storage, see Adobe cloud storage overview.
Workfront numbers each version in the order you upload it (for example, V1, V2, V3) to match the version numbers in Frame.io.
View a list of all versions of a document
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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Click the Versions icon
note NOTE If a version has an approval workflow, its status, such as “Approved” or “Withdrawn”, appears next to it. Versions without an approval workflow don’t display a status.
Request approval on a version
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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Click the Versions icon
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Click the More menu next to the version, then click Request Approval.
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Configure the approval workflow. For more information, see Create a document approval workflow.
note NOTE If a previous version already has an open approval workflow, requesting approval on this version withdraws it. The previous version keeps its version number and its approval history, but its status changes to “Withdrawn”.
View and manage details for a previous document version
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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Click the Versions icon
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Click the More menu next to the version, then click View Details.
Download a single document version
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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Click the Versions icon
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Click the More menu next to the version, then click Download.
Download all versions of a document
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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Click the Versions icon
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Click Download all at the top of the Versions panel.
Delete a document version
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Click the Main Menu icon
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On the Documents page, select a document in the list.
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Click the Versions icon
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Click the More menu next to the version, then click Delete.
note NOTE Deleting a version doesn’t change the numbers of the other versions. For example, if you delete V3 from a document with versions V1 through V5, the remaining versions keep their original numbers, and there is no V3 afterward. The next version you upload becomes V6.