Manage file versions and review file history

Versions keep changes to the same file together. File versions and history are available to every account. Folder access and saved version settings still control what a client can do.

How do you upload a new version?

Open the file viewer.
Open the version panel.
Choose the action to upload a new version.
Select the replacement file.
Add an optional change note.
Wait for the upload to finish.

The new upload gets the next version number and becomes Current. The older versions stay in the list.

How do you open or download an older version?

Open the version panel and select a version. You can preview it when its file type is supported or download it.

Current is the version that opens first. Latest is the newest upload. They can be different if someone made an older version current.

How do you go back to an older version?

Select the older version and choose Set as current. This changes which saved version opens first. It does not make a new copy or remove the other versions.

If the wrong file is showing, check both the Current and Latest labels before uploading another copy.

Who can manage versions?

Team members can manage versions when the Versions panel appears. The viewer uses the file setting to show or hide this panel. A team member may not see it when that setting is off.

A client can manage versions only when:

the client can open the file,
the folder gives them Full Access, and
client versioning is enabled through the file's settings.

A View Only client can preview and download allowed versions but cannot upload, delete, or set the current version.

To delete the current version, first set another version as current. Deleting a non-current version is permanent and does not move it to Trash.

Who is told about a new version?

When a client adds a version, Sydnee can tell every team member on that client account.
When a team member adds a version, Sydnee can tell the first uploader and people in the file's comments.
Sydnee does not tell the person who added the version about their own action.

This group can include people who wrote a comment, wrote a reply, or were mentioned.

Each person's file notice settings and mute choice apply. An email may come after a short delay.

What does file history track?

The file History tab can show these actions:

the first file upload and later version uploads
a version being deleted or set as current
a restore that skipped a version which had already been deleted
file views and downloads
file renames and moves
a file being added to or removed from favorites
file setting changes

Team members can filter history by Team or Clients. History is not visible to clients. It covers a rolling period of up to six months and does not include activity from before file history launched.

Team members can export history to CSV. One export can include up to 5,000 events from the available period.

Is file history a compliance audit log?

No. Use it as a helpful record of visible file activity. Do not treat it as a complete, permanent, or compliance-grade audit log.

What does your client see?

An allowed client can see the version list and any change notes for versions they can open. They do not see the file History tab.

How do you fix a common problem?

The client cannot upload a version: check Full Access and the inherited client-versioning setting.

A team member cannot see the Versions panel: check the file setting. The viewer hides the panel when that setting is off.

A version cannot be deleted: the current version is protected. Set another version as current first.

An old version is missing after a restore from Trash: a version that was deleted on its own was permanently removed. Restoring the file does not bring that version back.