What is document versioning?

Over its lifetime, a digital document goes through several versions. It is often useful to reach earlier versions in order to see precisely what changed over a given period. Traditional editors such as Word or Excel do not offer that, but cloud solutions do, through one particular feature: document versioning. What does it actually involve?

What document versioning means

Document versioning refers to using and managing several versions of the same document. It is a feature generally built into cloud services. It lets you reach the different versions of a digital file or document even after they have been changed. By "changes" we mean everything that has been added to or removed from the digital file: they represent how the file has evolved between two versions. After each change, the versioning system stores the V-1 version (the previous one) and the new V version (the current one) of the file. Every time a document is edited, versioning stops the previous version being overwritten, so you keep every successive version of the document. This feature matters a great deal, because it lets you establish who did what during collaborative work, and much more besides.

How does document versioning work?

Cloud solutions are known for giving users storage with a wide range of features. Document versioning opens up possibilities you might not expect, which improve collaborative work and productivity in a professional setting. Here are some of the characteristics of the feature.

Choosing the maximum number of versions to keep

While versioning keeps the different versions of a document, the user can set how many versions are saved. Once that number is reached, the oldest version of the file is permanently removed from the version history. If you would like this feature, choose the cloud solutions from NetExplorer. As a leader in cloud computing in France, we include document versioning in our services. It is one of the options that make day-to-day life easier in a company. Every change made to a file stored in your space is recorded in real time. To see every earlier version, simply follow these steps:

• Point at the file with your cursor;
• Right-click;
• Click "Details" in the menu that appears.

You will then find the list of the document's versions since it was created. What is more, with our solution, the workspace administrator can set the maximum number of versions to keep for a file.

Downloading an earlier version of a document

Versioning gives you access in a few clicks to the timeline, the history of the document's versions. Every user with the necessary access rights gets an overall view of the changes made to the document. Everyone with access to the file can therefore consult a specific earlier version as they need to. Each of them can also download that version of the document for offline use.

Tracking the document

During collaborative work, it is important to have a precise sense of how things are progressing. That is why it pays to choose a workspace offering a versioning system able to give a full account of each document's journey. With NetExplorer, you can get an exhaustive list of the various actions carried out on a document or file. Beyond simple edits, here is some of the information the tracking that comes with versioning provides:

• The last colleague to have edited a document;
• The number of times it has been used in share links;
• The number of previews;
• The owner of each earlier version, and more.

The benefits of document versioning

Document versioning brings users several benefits. It makes collaboration within teams simpler, helps make better use of working time, and saves storage space.

Versioning makes collaborative work easier

To see a project through in a company, team members do not have to be present on the company's premises. Some may be out in the field carrying out the work needed to meet the project's objectives. Communication between those in the field and those working from the office is critical to progress. The shared basis for the project may be a digital document. Everyone involved can reach it at any moment from their computer, tablet or phone. The file updates in real time as each colleague makes changes in the course of their work, and every change is kept thanks to the built-in versioning system. Everyone on the project therefore has the same information. Each of them can check that the changes made by the others are coherent and correct. With this system, collaborative work is simply better.

Better oversight of teamwork

Going back on a mistake, adding a more acceptable touch, merging the contributions of several people: all of these are possible thanks to document versioning. The team leader gets a clear view of how changes have evolved through the document's timeline. They can therefore establish responsibility if something goes wrong, or encourage colleagues who are not making the progress they should.

Saving storage space

Without versioning, you would have to save several documents in order to keep a record of the various changes made. Thanks to document versioning, the different versions of the same document are not saved separately: they are compiled together, which saves space in your online storage. NetExplorer offers you a collaborative platform with a versioning system tailored to you. The version management we provide with our cloud solution will help you collaborate better and save time.