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Creating New Revisions

Vanessa

I'm new to M-Files and I am trying to test out how to create new revisions of a document.  I've gone through the training videos and it shows that you would do a check out and edit the file.  However, in our case, a new revision of the document would be coming over from Hubshare from a vendor and we would add the appropriate metadata, check the file and put it into a workflow for review.  

In M-Files I don't see how to create a new revision besides creating a whole new document.  Would this be the way that it's done?  And the vendor would include the revision?

I'm not sure that the checkout method would suffice meeting ISO 9001 standards as we need to keep all comments tied to the previous one.

Thank you.

  • 0

    Hi Vanessa, welcome to M-Files Community!

    When working with documents, it’s helpful to distinguish between two related but separate ideas: M‑Files’ automatic versioning and your organization’s own revision practices (such as ISO 9001 requirements or vendor‑assigned revisions).

    In M‑Files, a new version is automatically created whenever a document is modified and checked in. There’s no need to create a brand‑new document object for each revision unless your internal process specifically calls for it.

    When using Hubshare, you can share the existing M‑Files document with external parties. Vendors can update that same document through Hubshare, and their changes will simply generate a new version in M‑Files. If needed, vendors can also advance the document in the workflow once their updates are complete. This could in turn generate an internal review assignment.

    Because the best approach can vary depending on how your organization defines “revision” and how your processes are structured, it may be worthwhile to discuss this with your M‑Files representative to determine the most suitable setup.

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