The version control capabilities available in Xakia Documents (see this article) are also available to Xakia Users and Internal Clients collaborating in the Internal Client Portal to help better manage version control issues.
Version control in the Internal Client Portal works similarly to version control in Xakia Documents, with some important differences.
Version control is initiated and controlled by Xakia Users
Recognising that Xakia Users may not wish to share every version of a document into the Internal Client Portal, control over document versions is given to Xakia Users. This is reflected in the Internal Client Portal (and a Xakia matter) in two ways:
- version control is only available for documents initially created by a Xakia User, not an Internal Client. This means that where an Internal Client uploads a document as part of a Legal Request, that document is stored in the Instructions Received folder in Xakia Documents in a read only state. This is to ensure that it is always possible to refer back to the document originally submitted. A Xakia User may download that document, make any edits, and then add it to Xakia Documents as a new document, in which case version control will be available; and
- Xakia Users have granular control of which versions of a document are available in the Internal Client Portal and there is no requirement for Xakia Users to make consecutive versions available. For example, it is possible that only versions 1, 5 and 7 of a document with 10 versions is visible in the Internal Client Portal.
Official Version not available in the Internal Client Portal
Because Official Version tracking is useful primarily to Xakia Users - and in certain circumstances Xakia Users may choose not to share the Official Version of a document with Internal Clients, the Official Version designation is only visible in Xakia Documents. In the Internal Client Portal, only document version numbers are shown.
Version functionality available to Internal Clients
Within the documents list in the Internal Client Portal, your internal clients can open the Version History pop up by clicking on the versions link in each document row. From here they can:
- Upload a new version of the selected document using the 'Upload New Version' button in the top-right section of the pop up
- Download any document version shared with them
Note that because Official Versioning is not available in the Internal Client Portal, where an Internal Client uploads a new version of a document, this will not automatically be designated as the Official Version. This article explains how you can designate that version as the Official Version.