Context #
AjourBox tracks changes to files using two parallel systems: revisions and versions. A revision is indicated by a letter (e.g. A, B, C) and is created when a file is published. A version is indicated by a number (e.g. 1, 2, 3) and is created when a file is not published. You can see the status, revision and version of a file in the file overview and in the information panel when you select the file.
Relevance #
This guide is relevant when you need to update an existing file in AjourBox. It applies to files in “Folders on project” as well as “Blueprints on project”.
Prerequisites and requirements #
- You must have access to the relevant project in AjourBox.
- A file that you want to update must already exist in the system.
- You must know the exact file name of the existing file, including the file type/extension.
- You must have the necessary project permissions to use revision and version control. The relevant permissions are listed below:
- AjourBox – Assigned/Closed/Public folders – Edit files – Own/Own company/ Others: Gives access to edit the file in question.
- AjourBox – Assigned/Closed/Public folders – Revision and version control: Gives access to upload new revisions and versions and to change the revision order.
- AjourBox – Assigned/Closed/Public folders – Publish files: Gives access to publish files.
- AjourBox – Assigned/Closed/Public folders – Show versioned files: Gives access to see files before they are published and become a revision.
Create a new version or revision under “Folders on project” #
Step 1: Click “AjourBox” in the top navigation menu and select the relevant project.
Step 2: Navigate to the folder under “Folders on project” where the existing file is located, and select the folder.
Step 3: Click “Upload files” and select the updated file from your computer.
Important: The file name of the uploaded file must be exactly the same as the file name of the existing file, including the file type. Only then will the system register the upload as a new version or revision of the existing file, instead of creating a new, separate file.
Step 4: When the file has been uploaded, check the result in the file overview and the information panel:
- If the file has the status “Published”, it is assigned the next available letter as a revision, e.g. B after A.
- If the file has the status “Not published”, it is assigned the next available number as a version, e.g. 2 after 1.
Please note: A file with the status “Not published” is only visible to users with permission to show versioned files.
Please note: A file with the status “Not published” is not visible to any users in the EG Ajour app.
Tip: You can publish a file at any time, regardless of its version, so that it is converted to a revision and becomes visible to all users with access to the project.
Step 5: Alternatively, click the existing file directly in the file overview to open the information panel, and then click “Upload version” to upload the new edition directly to the selected file. You can also publish the file from here.
Create a new version or revision under “Blueprints on project” #
Step 6: Click “AjourBox” in the top navigation menu and select the relevant project.
Step 7: Navigate to the relevant folder under “Blueprints on project” and select the folder.
Step 8: Click “Upload files” and select the updated file from your computer.
Important: The same rule applies here: the file name must be identical to the name of the existing file for the upload to be treated as a new version or revision instead of a new file.
Please note: Unlike files under “Folders on project”, there is no separate “Upload version” button when you click the file directly. New versions and revisions must always be created using “Upload files”.
Please note: Registrations (dots) that were created on the existing registration drawing remain on the new revision.
Step 9: The rest of the process works the same way as under “Folders on project”: the status determines whether the upload becomes a numbered version or a letter-marked revision, and the file can be published at any time.
- NOTE: A registration drawing is not visible to others until it is published and thereby becomes a revision. It is also only at this point that registrations can be created on the drawing.
Next steps #
- Check the information panel to confirm the current revision, version and status of a file.
- Publish a file when it is ready to be shared with all project participants.
- Review user permissions if you are unsure who can see unpublished versions of a file.