Introduction
The Project Tab is the first page you will see when you open any project. It shows you all the different versions of the Bill, Statutory Instrument, Church Measure etc. that you have access to within the project.
There are different kinds of versions shown on the Project Tab: working versions, snapshots and significant versions. This page explains the differences between each type.
Working versions are organised within folders.
Version types
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A working version is an unpublished document that you can view and edit. Working versions are only ever visible to users in one organisation: the organisation of the user that created the document. But access to a particular working version may be restricted further. For each working version, Lawmaker also stores a series of related snapshot versions. A snapshot version is a read-only, point-in-time snapshot of the working version. Snapshots are created automatically when certain actions are carried or when the user requests that a snapshot be created. Snapshots are created when you:
Lawmaker also stores the auto-saved version of any document you are working on as a snapshot. Each time you save a working version, Lawmaker creates a backup snapshot (overwriting the existing backup) so if the master document gets corrupted in the save process, the backup can be used to restore the document. |
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A significant version is a document that has been published |
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, marked as signed, submitted to TNA or shared with another organisation. These versions are |
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read only which means that the document content cannot be |
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changed. This maintains the data integrity of these versions.
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Snapshot versions are most usually auto-generated copies of the working version created when a user performs specific actions, but you could also create your own snapshot version if required. The following actions create snapshot versions:
Generating a PDF – the snapshot will be called: 'PDF generated'
Downloading a ZIP file – the snapshot will be called: 'Downloaded'
Duplicating a version – a snapshot version is created in the document version being copied called 'Duplicated'
Sharing a read-only version to user(s) from another organisation, or shared with a separate organisation – two snapshot versions are created, both the same: one is associated to the document version series it came from and will be called: 'Shared externally'; the other appears as a Significant Version on the right-hand side of the ‘Project’ tab and this is the version that the external user/organisation will be able to see
Publishing a version – a snapshot version is created and will be called: 'Published'; a Significant Version is also created on the right-hand side of the ‘Project’ tab and this is the version that all users in the system will be able to see
Auto-saving - the system will auto-save your document in the background whilst you are editing for recovery purposes should there be any connectivity issues. This auto-save will create a temporary snapshot version only visible to the user who is making the edits and will be deleted whenever the user successfully saves their changes back to the working version.
Introduction
It's possible to rename folders on the 'Project' tab
Working with the Project Tab
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Layout
All working versions are shown on the left of the screen. They are divided up into one or more folders.
Clicking on the black triangle next to the folder name will expand the folder to show all the working versions it contains. Clicking it again will collapse the folder so only the folder name is visible.
Each green tile within a folder is a working version.
Clicking on the black triangle next to the working version description will expand the view to show all snapshot versions relating to that working version. Clicking it again will collapse the view so only the working version is visible.
All significant versions are shown on the right of the screen.
You can use the chevron icons above the working versions and significant versions to show or hide one type of version.
How to rename a folder
Click on the folder name.
Add a new name for the folder folder.
Click on the save icon
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that appears.
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If you specify the same folder name as another folder in the project, then the two folders will be merged |
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Hints and tips
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Clicking on the black triangle next to the sub-heading will expand the view of working versions in this group; or collapse the heading so that working versions are not visible.
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The document tiles are coloured green if you have edit rights and grey when you only have read-only access.
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Significant versions appear on the right-hand side and are documents that have been published (Bills only), submitted to the National Archive’s Publishing System or shared with a user/organisation who is external to your organisation.
The content of these versions is locked to maintain data integrity of these version
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Working versions appear on the left-hand side and are editable (subject to document permissions)
Clicking on the black triangle on a working version will expand the view of any snapshot versions related to this document version series; or hide the snapshot versions
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Snapshot versions appear under the working version they relate to. By default, they are not shown but clicking on the black triangle next to the working version description will show a list of snapshot versions sorted in chronological order. They are most commonly generated automatically when users generate a pdf or download a document bundle to capture the XML at that point in time. But they can also be generated manually from the editor (see “Save a snapshot version”).
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For more information on document versions, see ‘annex 5 – document versions’.
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How to rename a working version
Click on the working version name.
Add a new name for the version.
Click on the save icon that appears.
How to move a working version to another folder
Use the action “Move version” within the Actions menu to move a working version to another folder in the same project.