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What is the difference between a document revision and a document version?

Question & Answer


Question

The library system assigns document IDs (Item IDs in DB2® Content Manager and FileNet® Panagon) and version IDs to each and every document when it is added into the system. DB2® Document Manager can assign a revision number that is utilized by the Life Cycle process.

Answer

Explanation of version versus revision

Version

A version number is a numerical ID assigned by the library system and is used for tracking changes to a document when it is checked into the library. For example when a document is added into the library, it is assigned an ItemID = 123456789 with Version ID = 1. When a user checks out the document, makes modifications to it then checks it into the library, the document retains an ItemID = 123456789 with Version ID = 2.

  • Version 2 of this document retains the same attribute data as Version 1. When searches are conducted for this document the most current version (2) is presented to the user.
  • If the document is checked out, the current version number is checked out.
  • The DB2 Document Manager Desktop provides the ability to retrieve the version history of a document. Previous revisions can be copied but it cannot be checked out.
  • If Version 2 of the document is checked out but the user then decides not to make changes the checkout can be canceled and the Version will remain at 2.

Revision Process

Revisioning is part of the DB2® Document Manager Lifecycle process and identifies a snapshot in time of a document. Revision numbers are recorded in a custom attribute that is specified on the Properties tab of the Class. The Revision Attribute is typically the same for all Classes but the administrator does have the option of using different attributes for each Class. An example of a document with a revision number would look like this: ItemID = 123456789, Version ID = 1, Revision Number = 001, DM_State = Published.

In our example, suppose this document is a form for submitting travel expenses. Management has determined that a new travel agency will be used starting next month. This requires a new expense form to reflect the new travel agency's contact information. To checkout ItemID = 123456789, Version ID = 1, Revision 001 and DM_State = Published, modify it to update the changes, and then check it into the library would cause problems for people currently using the form. A better way to do this is to copy the form, make changes to it, then when the new month begins, add it to the library as the new expense report, replacing the existing form. This can be done using the DB2 Document Manager Revision command.
  1. From the DB2 Document Manager Desktop, a user can highlight the published document (ItemID = 123456789, Version ID = 1, Revision 001 and DM_State = Published) and use the revision command.
  2. A copy of the document is automatically made and added to the system as ItemID = 123456790, Version ID = 1, Revision = 002 and DM_State = Draft
  3. During the editing of the new document (Revision) it may be checked out and in several times. This would cause the Version numbers to increase but the ItemID and Revision numbers would be the same. ItemID = 123456790, Version ID = 11, Revision 002 and DM_State = Draft
  4. Once the new month begins, the new document (Revision) can be transitioned to the Published state.
  5. To maintain a record of previous revisions DB2 Document Manager can automatically transition the previous document (Revision) ItemID = 123456789, Version ID = 1, Revision 001 and DM_State = Published to a Superseded state and set the security on the document to prevent general users from seeing the document.

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Product Synonym

DB2 Content Manager;Lotus Domino.Doc;FileNet Panagon

Document Information

Modified date:
17 June 2018

UID

swg21180160