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Versions

Versions keep the history of a document: when a file is replaced, the earlier content stays available instead of being overwritten.

What a version records

Data Detail
Version number Starts at 1 and increases; exactly one version is marked as current
File name The stored name and the original name, when they differ
Format and size Extension, MIME type, and size in bytes
Checksum SHA-256 of the file, so two versions can be compared byte by byte
Author and date Who added it and when
Notes Why the file changed
Text extraction status Whether the text was indexed for search: pending, done, failed, or skipped

The extracted text is what makes the content searchable, so a version whose extraction failed is still readable but will not appear in content searches.

Add a version

  1. Open the document. See Document panel.
  2. Choose New version.
  3. Select the file.
  4. Add version notes.
  5. Optionally add extra recipients for the notification.
  6. Save.

Adding a version requires documento:versionar. The new file becomes the current version and the previous one is kept.

Review the versions

The list shows number, date, author, notes, and size. From it you can:

  • Preview a version without making it current;
  • Download a version, when you have documento:descargar;
  • Compare two versions, when the file type allows a textual diff — PDFs and Office documents are compared through their extracted text, so a difference in layout alone may not show.

Reading the history needs document read permission; downloading an old version applies the same download permission as the current one.

Version or new document

Situation Result
Same document, new file A version of that document
A different document that happens to look similar A new document, with its own number and history
A correctable metadata mistake on a draft Edit the draft; no version is created

Versions are for content. Correcting the title, the type, or the metadata is an edit, not a version — the audit log records it either way.