Version: eXtendFiles 1.6.5 and above
Audience: User

Overview

With eXtendFiles and a compatible storage provider, you can maintain versioning for files uploaded through the eXtendFiles record. This feature is accessible when using certain storage providers and if versioning is enabled in both eXtendFiles and the storage provider.

Prerequisites

File versioning must be enabled in both eXtendFiles and one of the following storage providers:
  • Amazon S3
  • Dropbox
  • Microsoft Azure
  • Microsoft OneDrive/SharePoint
  • Oracle Object Storage

Usage

Uploading New Versions

  1. Access the eXtendFiles record where you wish to upload a new file. Note: Ensure that the file extension for your new file matches that of the old file
  2. Upload a new file in file upload section

  3. Upon successful upload of your file, save your eXtendFiles record
  4. After saving, your eXtendFiles record will be updated to reflect the newer file version. Additionally, its preview and thumbnail images will be regenerated to reflect the changes made to the file

Managing Versions

  1. To view old versions of an eXtendFile, go to the Versions subtab on the eXtendFiles record and click the Fetch File Versions button

  2. You can restore, view, or delete previously versioned files using the appropriate link

Additional Notes

  • When using Oracle Object Storage, only the delete action is supported. If you delete the current version of a file, which is the first version, your eXtendFile will revert to the previous version from the list
  • When using Dropbox or Microsoft OneDrive/SharePoint (with user-based file uploads enabled), only the restore action is supported. Dropbox and Microsoft OneDrive/SharePoint do not delete the file version history. Therefore, after restoring a file's previous version, it will remain listed in the version list

Frequently Asked Questions (FAQs)

Q: What happens if I upload a file with a different filename?
A: The file name of the record will not change.

Q: What happens if file versioning is not enabled?
A: The original file will be overwritten by the new one, with a confirmation prompt shown beforehand.

Q: Can I change the folder information record reference after already uploading a file?
A: Do not change the eXtendFiles - Folder Information field after initial creation, as this will upload the file to a different location and lose version history. A workflow named eXtendFiles - Disable Folder [S] should automatically disable this field after creation.

Q: What if I don't have access to view an eXtendFiles record?
A: The Fetch File Version button will be disabled. For Microsoft OneDrive/SharePoint with user-based uploads, you'll need to authenticate through the provided link if you encounter access errors.