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Versioning Add-on in Vtiger CRM

The Versioning Add-on offers enhanced control over data management by enabling users to revise and restore previous versions of records.
A
Abdul Sameer
15 Apr, 2024 - Updated 1 month ago
Table of Contents

Introduction

The Versioning Add-on offers enhanced control over data management by enabling users to revise and restore previous versions of records.

Using the Versioning Add-on, you can:

  • Revise and restore records
  • Keep track of version history
  • Keep track of changes made to records

Snapshots

Snapshots are essentially saved states of a record at specific points in time within the CRM system. When a user performs an action such as editing a record, a snapshot is taken to capture the record's data at that moment. These snapshots serve as backups that can be referred to or restored if needed.

Available Modules

The Versioning Add-on, including the ability to create and manage snapshots, is available for a wide range of modules within the CRM. These include core modules such as:

  • Contacts
  • Organizations
  • Deals
  • Invoices
  • Quotes
  • Cases
  • Events 
  • Tasks
  • Custom modules tailored to the specific needs of the organization

Restricted Modules

Certain modules within the CRM are restricted from utilizing the Versioning Add-on. These include modules related to system processes and configurations, such as:

  • Process Designer
  • App Designer
  • Documents
  • Live Chats
  • Emotions
  • Olark
  • Timelog
  • Approvals
  • Landing Pages
  • Phone Calls
  • Stock Transfer
  • Payments
  • Credit Notes
  • Subscriptions
  • Discounts
  • Product Families

Versioning History and Numbering

Each record that undergoes versioning is assigned a unique revision number, which indicates the sequence of changes made to the record over time. The versioning history provides a chronological list of these revisions, allowing users to track the evolution of a record and revert to previous versions if necessary. The history also includes details such as the creator of each version and the date of creation.

Restoring Records

When a user chooses to restore a previous version of a record, the content of the record is reverted to match the state captured in that particular snapshot. This restoration process affects all fields within the record, including any data modifications or deletions made since the selected version. Additionally, any subsequent changes to the record are stored as new versions, maintaining the integrity of the versioning history.

Benefits of using Versioning Add-on

The benefits of using the Versioning Add-on are:

  • Ensures data accuracy and integrity by allowing users to revert to previous versions of records.
  • Maintains a comprehensive history of record changes for auditing and compliance purposes.
  • Facilitates collaboration and decision-making by providing access to versions of historical records.

Feature Availablity

 

One Pilot

One Growth

One Professional

One Enterprise

Feature Availability

Versioning Add-on

-

-

 

To know more about feature limits, click here.

In this article, you will learn about:

  • Installing the Versioning Add-on
  • Enabling record versioning 
  • Revising a record
  • Restoring a record via version history

Installing Versioning Add-on

Follow these steps to install the Versioning Add-on:

  1. Log in to your CRM account.
  2. Click the User Menu.
  3. Click Settings.
  4. Go to Extensions.
  5. Click Add-ons.
  6. Search for Versioning.
  7. Click Install.

Once installed, you can access the Versioning Add-on under the More icon in the supported modules.

Enabling Record Versioning 

Once you install the Versioning Add-on, you can enable record versioning via the Allow Record Versioning toggle in the Module Numbering settings page, excluding restricted modules.

Follow these steps to enable the Versioning Add-on:

  1. Log in to your CRM account.
  2. Click the User Menu.
  3. Click Settings.
  4. Go to Module Management.
  5. Click Module Numbering.
  6. Enable Allow Record Versioning toggle.

Once enabled, you can start revising and restoring records with version histories.

Revising a Record

Follow these steps to revise a record. Let us consider the Contacts module to revise a contact record.

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Contacts.
  4. Click the More icon.
  5. Click the Revise icon.

A snapshot of the Details View of the record will be stored, and the Edit page will open for revision. The number of the Last Version number field will increase by one.

Restoring a Record via Version History

To restore a record via version history, ensure  Versioning is enabled for that module. Let us consider the Contacts module to restore a contact record’s version history.

Follow these steps to restore  a record’s version history:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Contacts.
  4. Click the More icon.
  5. Click the Version History icon. You can see a list of versions along with snapshots. 
  6. Open the required version to restore.
  7. Click Restore this Version

The restored version will be the latest version, and the number of the Restored Version Number will be updated to the value of the restored version. For example, if the third version was restored, then the Restored Version Number will be 3.

 

Note:

  • Field updates will be displayed in the Activity section upon revision or restoration.
  • Changed or updated fields will be highlighted in version records.
  • If any item field changes, the whole line item will be highlighted in yellow.
  • Items will be matched in sequential order for accurate highlighting.
  • If the section name changes, it will be highlighted in yellow.
  • A notification will appear if the snapshot has fewer or additional items compared to the current version. Additional information will be highlighted in green color.
  • Revise and Version history options for locked or closed records will not be shown.
  • Snapshots will not be deleted upon uninstalling or disabling the Versioning module. All version records will be restored upon reinstallation.
 

Limitations

  • Related record data (One-to-many or many-to-many relationships) is not stored in the snapshot.
  • Inventory modules do not highlight certain fields like Charges, Margin, Section Subtotal, and Line item configuration options.
  • Section names are highlighted only if the snapshot section name is not empty.
  • Language translation for the Last Version Number and Restored Version Number fields are not supported.
  • Changes made to the Tax management page are not reflected in existing version records.
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