When projects advance stages, it can be helpful to retain archived versions at certain intervals. Automatic versioning will create specific versions of the project for your reference once certain project stages are reached, such as an "As-Sold" or an "As-Built" version.
Quick Overview
When using the Automatic Versioning workflow, the following is the intended design and how it works:
You have a project in the Proposal stage.
You then move the project to the Contract stage, which
creates an "As-Sold" locked version that is archived immediately,
and the current version you are in has "In-Build" appended to it.
Then, in the future, you move the project to the Completed stage, which
which creates an "As-Built" locked version that is archived immediately,
and the current version you are in has "In-Use" appended to it.
Quick Notes:
The archived and locked "As-Sold" version is meant to be used as a reference of the project as it was sold to your client.
"In-Build" is appended to your current version to show that it is the "working" version of your project, to account for modifications that may happen, such as Change Orders.
The archived and locked "As-Built" version is meant to be used as a reference of the project as it was completed (i.e., installed).
"In-Use" is appended to the current version to show that the project is live and installed for your client.
Company Settings
To set up your projects for automatic versioning, you can go to Settings>Company>Defaults, and select the option to automatically archive As-Sold and As-Built project versions. Be sure to click "Update Workflow Options" to save your changes!
In-Build
When a project is moved into the Contract stage, the words "In-Build" will be appended to the end of the version name. This represents the project you are currently working in.
At the time this stage is changed, you will have the option to select which (if any) Options and Service Packages have been sold with the project. (If no options have been sold, you can leave all options de-selected and click "Mark As Sold".)
You will remain working in the "In-Build" version of the project while the new "As-Sold" version of the project is created and archived. An orange banner will display at the top of the screen letting you know this versioning is taking place.
Note: Please do not make any changes during the time the project is being archived to avoid any discrepancies in the "As-Sold" version.
As-Sold
After moving to Contract, a new version of the project will be automatically created and archived. This represents the version of the project as it looks at the time the project is sold. The version name/number will remain the same with the added suffix of "As-Sold", and this version will be locked.
If a project is moved out of Contract and then returned to the Contract stage, a new "As-Sold" version will be created and archived each time. Previous "As-Sold" versions will now read "As-Sold Prev" in number order and the most recent version will read "As-Sold".
If, at any time, changes are made to the project and you'd like to compare it to the original "As-Sold" version, an admin on your team can unlock the "As-Sold" version to open and view it.
As-Built
After moving to the Completed stage, another new version of the project will be automatically created and archived. This represents the final version of the project. The version name/number will remain the same with the added suffix of "As-Built", and this version will be locked.
If a project is moved out of the Completed stage and then returned to the Completed stage, a new "As-Built" version will be created and archived each time.
We hope this helps! Please reach out to us in Support Chat with any questions!