Versions

As a result of improvements, corrections, or revisions, there may be several versions of an asset. You can use versions in the module Media Pool to map the successive or different conditions of an asset.

You can version an asset or version multiple assets automatically in mass versioning. Note the requirements for mass versioning in Versioning multiple assets simultaneously. There is no restriction on the number of versions.

When you create a version, only the preview images are regenerated and technical attributes such as the size and resolution are overwritten. Other attributes such as the asset name or tags are not changed.

The latest version of an asset is automatically the active version. For a version to become the official version, a user must flag it as official. There can only ever be one official version.

Note

The file format of the asset must be approved for publication in order to mark a version as official. If you have any questions, please contact your system administrator.

You can only delete versions that are not flagged as official.

The asset attributes for the new version are transferred from the previous version. You can use the Edit Properties function to edit the attributes of the new version.

Note

When you upload a new version, the system uses a unique cryptographic MD5 checksum verification of the file content to check whether this file is already in Media Pool.

The active version is used and displayed in the Media Pool module. In the Job Manager, Marketing Data Hub, Review Manager, and Brand Template Builder modules, the active version is used. The Marketing Shop module uses the official version.

When working with InDesign documents with linked images, you must note the following:

  • When a new version of the InDesign document is uploaded, any linked images are lost.

  • When a new image version is uploaded, the link references the original image version.

You can access the versions and their corresponding information in the detailed view. The versions are listed on the Versions tab. The newest version is at the top of the list. A preview image and the following information are displayed for each version:

  • Version: Version number

  • Creator: The user that uploaded the version

  • Upload date: Date and time at which the version was uploaded

  • Comment: The text that you saved as the version comment while uploading.

The icon indicates the official version.

You can use the following functions for versions:

Icon

Description

This saves the original file of the version.

This selects the version as the official version of the asset. Only one version can be marked as official. For the official version, the icon changes to .

This saves a document asset in PDF format.

This deletes the version of the asset. If the version cannot be deleted because it is official, the icon is grayed out.

+ Upload new version

This creates a new version, for which you can upload a new file.

Official versions history

This opens a list that shows when which version was official.

Published versions history

This opens a list that shows when which version was published.