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Versioning 

This information is valid for documents but also for RTS attachments.

What is it

Timelines are available in the documents menu at the Text Blocks in the Prospects Module in the Admin Environment and also in the Working Environment. Timelines are created once a product filling is initiated or a change has been saved. In the Working Environment, there will be two distinct ‘timelines’ accessible, the product filling timeline and the product’s own timeline. In order to see the Timeline, click on the desired element so that the sidebar is displayed.


Who is it for?

This feature is essential for administrators, fund managers, and regulatory compliance personnel who require a robust version control system. It’s tailored to support those in administrative roles to track and manage updates to financial products, and for quality control teams who rely on the four-eye principle for validation and oversight. Additionally, it’s invaluable for regulatory specialists managing document submissions, ensuring access to the latest approved content, and facilitating efficient review processes.

How it works

The version number appears in the sidebar on the left, connected by a line. A green colour signifies a complete ‘Final’ version, with the highest number indicating the latest version. These are represented by whole numbers (e.g., 1.0, 2.0, 3.0). A grey colour signifies a ‘Draft’ version . A yellow colour signifies a ‘Review’ status. A orange colour signifies a older Version. By clicking the eye icon at the element you can see the content of the element. You can use the compare icon to examine data differences between versions. The pencil icon allows you to edit the product. The product version is updated when you make changes to the product itself. The requests for the four-eye principle are also displayed in the timeline by a black eye symbol.

If you updated a Product content but did not select “CREATE” and/or “GENERATE DOCUMENT,” the displayed document will contain data from an earlier filling. Also when editing a Textblock

Note: The Comparison function is only available in the Working Environment.

Creating a Product Version

After updating form data, you have the option to create a version. You can generate a DRAFT, a REVIEW version, or a FINAL version. DRAFT and REVIEW increment the sub-version number (e.g., from 1.1 to 1.2), while creating a FINAL version advances to the next whole number (e.g., from 1.x to 2.0).

Product versions can be reverted by clicking on the orange arrow next to the version. The arrow itself only appears for the last complete version.

Creating a new version without selecting ‘generate document’ will not update the document you view; it will be based on the data from the last generated document. This ensures the document is only updated when you are ready to finalize the changes.

Note: The version number corresponds to the data within the forms, not the document version you see. For example, the version may indicate 3.21, but the document viewed could be generated from the data of version 3.10. This deliberate design ensures that output generation is a conscious decision made by the user.

To ensure your document reflects the latest data:

  1. Update the data.
  2. Choose DRAFT, REVIEW, or FINAL and click ‘CREATE’ for the Product Fill Versioning.
  3. Click ‘Generate Document’ for the Product Versioning.

Distinction Between DRAFT and REVIEW

DRAFT and REVIEW are functionally identical but may be assigned to different quality control personnel under the four-eye-principle mechanism.
REVIEW is the penultimate stage, meant for versions submitted to a regulator for examination. Labeling a product as REVIEW signals that the version is currently under regulatory scrutiny.
The FINAL status is reserved for versions fully approved by the regulator.

What is a Timeline?

A Timeline in contractuo is a chronological display of the changes and versions of a document, form, or product within the platform. It serves as a version control mechanism that provides users with a visual and interactive history of all modifications, saves, and updates made over time.

Additional Information:
Text blocks, templates, and forms have their own timelines.

Here’s what a user can do with a Timeline

  1. View Changes: You can visually trace when alterations were made, who made them, and what the nature of those changes was.
  2. Rollback Versions: By clicking the bin icon, you can revert to a previous version of the document or form, effectively undoing recent changes.
  3. Edit Elements: To edit an element immediately, simply click the edit pen icon located in the sidebar.
  4. Review Content: The eye icon lets you view the content of a particular version, providing a view of the document at that stage of its development.
  5. Understand Versioning: The Timeline distinguishes between different states of documents, such as ‘Draft’, ‘Review’, ‘Final’, and ‘Older Version’, each indicated by specific colors. This helps you understand the current status of a document at a glance.
  6. Product Filling and Versioning: Products feature two timelines—Product Filling and Product Versioning. Product Filling shows the changes made during the data entry process, while Product Versioning tracks the different versions of the product itself. The rollback at the Product Versioning is possible by clicking on the Revert arrow.

Note: While the Timeline is a powerful tool for version tracking, you cannot compare different versions within it. The compare function is only in the Product Filling possible.

Updated on February 13, 2024
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