Hide Old Revisions - Enterprise Web Access for Document Knowledge Transfer & Compliance - English - Foundation 22.1 - OnBase - Premier - external - Standard - Premier - Standard

Enterprise Web Access for Document Knowledge Transfer & Compliance

Platform
OnBase
Product
Enterprise Web Access for Document Knowledge Transfer & Compliance
Release
Foundation 22.1
License
Premier
Standard

Select this option if you want only the latest revision to be displayed in the Reading Group list. The older revisions of a document previously added to a Reading Group will remain in OnBase, but will not be available to the Readers for viewing.

Note:

The Hide Old Revisions function is governed by the order the document revision is added to the Reading Group, not by the revision number in OnBase. For example, if revision 3 of a document is already in a Reading Group, and then revision 2 of that same document is added, revision 3 is considered the old revision and will not appear in the Reading Group list.

The following example scenarios further explain this functionality:

  1. The Document Administrator adds the document to the Reading Group.
    All Reading Group members will see only the latest revision of the document irrespective of the Hide Old Revisions setting.
  2. A user, external to the Reading Group, adds a new revision to this document in OnBase.
    Since the new revision has not been added to the Reading Group, no changes are seen in the Reading Group revision of this document. Readers will continue to see the old revision of the document.
  3. The Document Administrator adds the new revision to the Reading Group.

    The result depends upon the Hide Old Revisions setting, as follows:

    • If Hide Old Revisions is not selected

      The new revision of the document is added to the reading queue. All Reading Group members see both revisions of the document. The readers will have to read both revisions of the document. If a user has read the previous revision of the document, then the user only has to read the new revision of the document.

      If a new reader is added to the Reading Group at this point, the user will see both revisions of the document in his reading queue.

      If a third revision is added, then the readers will have to read all three revisions.

    • If Hide Old Revisions is selected

      The old revision of the document is deactivated. Readers will have to read the new revision of the document whether or not they have read the previous revision or not. Since the previous revision is only deactivated, there is still an audit trail of all users who read the previous revision of the document.

      If a new reader is added to the Reading Group at this point, the new reader will only see the latest revision of the document in his reading queue.