Managing Variants

Valid for: enaio webclient version 8.50 SP1

Provided you have the relevant rights, you can create and manage different variants for W-Documents. This enables you, for example, to document changes or to make changes that you don't want to make available to every user.

W-Documents with variants are marked with the Variant - icon Variant icon. The icon is yellow if you have opened the active variant for editing. The icon is red if the active variant has been opened for editing by another user.

To open the variant administration for a W-Document, select the entry Variant administration – icon Variant administration from the context menu of the selected document.

Notes

The variant administration will open with a list of all created variants. The list consists of static columns, which show the variant derivations, and columns, which contain the index data of the variant documents. Each variant has its own index data, which you can show and edit.

The static columns show you whether a variant is a main variant, a parallel variant, or a sub-variant, as well as which variant it originated from, who it was created by, and when it was created.

Variants can either be created as copies of other variants or uploaded to the variant administration as files. You can create main variants, parallel variants, and sub-variants. The topmost document, from which all variants are derived, is considered the original. A new main variant can be created from the original. Once a main variant has been created, parallel variants can also be created. Once a parallel variant has been created, sub-variants can also be created.

The name of the variants is automatically administered through numbering.

New variants can also be created if the original document or other variants are checked out for editing.

To manage variants, follow these steps:

  1. Click Variant - icon Variant icon in the context menu of an object.

    Depending on the configuration of the system, variant management is opened in the same browser tab or in a new browser tab.

  2. The following functions are available in the variant administration context menu:

    Icon Function Description
    Show index data – icon Show index data Opens the index data form of the selected variant for viewing in the workspace.
    Edit index data – icon Edit index data

    Opens the index data form of the selected variant for editing in the workspace.

    Editing Content – Icon Edit content Checks out the document file of the selected variant and downloads it to the local computer for editing. Only available if the variant is not checked out.

    Check in – icon

    Check in

    Loads a file into the enaio system and checks in the selected variant again. Only available if the variant is checked out.

    Discard changes – icon

    Discard changes

    Checks in a variant that has been checked out for editing without making any changes. Only available if the variant is checked out.

    Send e-mail – icon

    Send e-mail

    Sends the selected variant by e-mail, optionally

    • with the document file in the attachment, or
    • with a preview link in the attachment.
    Delete variant – icon Delete variant Deletes the selected variant. If an active variant is deleted, the variant administration will activate the closest variant.

    Open the location – icon

    Open location

    Opens the location of the selected variant. Only available for active variants.

    Start workflow – icon Start workflow Starts a workflow. The selected variant will be automatically included in the workflow record.

    Export – icon

    Export

    Exports the selected variant to the local file system, optionally

    • the index data as CSV file,
    • the document file in its original format, or
    • the document file as PDF.

    Follow-ups – icon

    Follow-up

    Re-presents the selected variant for a specified time as a follow-up reminder in the Inbox – icon Inbox. Only available for active variants.

    Set as archivable – icon / Set as not archivable – icon

    Set as archivable / set as not archivable

    Changes the archiving status of the selected variant to 'archivable' or 'not archivable'.

    Preview link – icon

    Preview link

    Copies a link (URL) to the selected variant to the clipboard.

    Activate variant – icon Set as active Click to activate a variant. The active variant is marked with a Active variant – icon Check icon. The active variant will be shown in hit lists after the variant administration is closed, and can be searched via search requests.
    New main variant – icon New main variant

    Copies the selected variant and creates a new main variant, parallel variant, or sub-variant.

    The Create variant index data form will open in the workspace with a copy of the original document. After filling out the index form, you are able to continue using the copy of the original document or to exchange it. To replace it, delete the document by clicking Delete – icon Delete and add a file from Windows Explorer via the selection dialog or using drag & drop.

    New parallel variant – icon New parallel variant
    New sub-variant – icon New sub-variant

The variant administration is only accessible to users who are allowed to edit index data and documents of the specific document type. Users with the system role 'Client: Always show variant administration' do not require these rights to view the variant administration.