Document Versioning in

Knowledge Management

Applies to:
This Article applies to Knowledge Management & Collaboration, Enterprise Portal 7.0. For more information,
visit the Portal and Collaboration homepage.

Summary
This article describes about document versioning i.e. the relationship between two documents where one of
the documents is derived from the other.

Author: Anil Dichpally

Company: Intelligroup Asia Pvt Ltd
Created on: 25 September 2008

Author Bio

Anil Dichpally is working as Senior Consultant in Intelligroup Asia Pvt Ltd, Hyderabad. He has
worked on EP, KM and collaboration, Webdyn pro Programming and Java Technologies. He is
SDN Moderator for Portal, KM & C and Searching Utilities areas. . He has completed his M.C.A
from Osmania University. .

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 Document Versioning in Knowledge Management

Table of Contents
Introduction .........................................................................................................................................................3
Perquisite ............................................................................................................................................................3
Task.................................................................................................................................................................3
Uploading a Document in KM .........................................................................................................................3
Procedure: ..........................................................................................................................................................4
Creating a Folder: ...........................................................................................................................................4
Uploading a Document:...................................................................................................................................4
Enabling Document Versioning:......................................................................................................................7
Checking for Document Versioning: ...............................................................................................................9
Assigning the document to User: ....................................................................................................................9
Document Versions: .........................................................................................................................................12
Related Content................................................................................................................................................13
Disclaimer and Liability Notice..........................................................................................................................14

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 Document Versioning in Knowledge Management

Introduction
If a number of physical documents are derived from one physical document, multiple versioning is required,
so that the various versions of the document can be administrated.
You are creating a technical document and you want to control which version is published to end users.
The versioning concept ensures that no information is lost in the customer system when the partner makes
repeated deliveries: If the partner delivers a new version of a document that a customer has changed on
their end, the customer document is not overwritten. Instead, a new version is delivered. The last changed
version is always displayed in the customer system.

Perquisite
If you want to maintain the Versions of the Documents then you need to have “Content Manager” Role.

Note: For uploading documents, default size should not exceed 128MB, but this can be changed by administrator.

Task
Enable versioning on the Content Management Functions folder. Create multiple versions of a document in
this folder by changing the content. Then reset the document to the original version.

Uploading a Document in KM
Before we start discussing how Document Version work’s, let’s have a look how a document is uploaded in
KM area.
Because first we have to upload a document to make versions of it.

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 Document Versioning in Knowledge Management

Procedure:
1) Log on to Portal with Administrator rights.
2) Navigate to Content Management
3) Go to Documents in Detail Navigation Area.
4) On the Top Level Menu of the Navigation, find Folder and Click on it
5) A panel is displayed where you can create a Folder. Example: Test

Creating a Folder:

Note: It is always recommended to create a separate folder before you start uploading your own documents in KM area.

6) Enter the name and description of the folder and click on Done button for completion of creating a
folder.
Now we observe Test folder created in body part of Navigation area.
7) Now that folder is created, let’s upload some document into that folder. The document can be
anything i.e. text document, Word Document or even we can upload image document also.

Uploading a Document:
8) Click on Test and you will observe a panel, where you will find upload option, click on it.

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 Document Versioning in Knowledge Management

9) Now browse and select some document which you want to upload.

Note: While uploading a document keep in mind that the size of the document does not exceed default size o128mb, but
if you want to change the default size this can be done through administrator.

Check the following link if you want to increase the length of the document.
Increasing length of document
10) After you are done selecting the document, click on Done button.

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11) Now that we are done uploading document your next step would be checking versioning of the
document. i.e. enabling versioning.

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 Document Versioning in Knowledge Management

Enabling Document Versioning:

12) Select the folder which we have created i.e. Test and click on it, you will observe a panel select
Details option.

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 Document Versioning in Knowledge Management

13) This will open a new window, as shown below

14) Select Setting option and click on Versioning option

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 Document Versioning in Knowledge Management

15) Now Enable Versioning, as shown in below picture.

Checking for Document Versioning:

16) Now go to the document you have uploaded i.e. Test Document and click on it and Edit Locally and
save it.
17) Usually the practice is the document is uploaded by the Manager and is assigned to some few user‘s
and users in turn make the changes to the document and then save it i.e. upload the document to
the same location.
Latter on if the manger’s wants to see the changes to the document, he can view the document and also
the versions the document has undergone.

Assigning the document to User:

18) Go to Content Administration Æ Portal Content and there create a sample folder and then create
iview by the template name KM Document iView.

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 Document Versioning in Knowledge Management

19) Open the iView and in the properties category check for path to Document and give the exact path of
the document where we have uploaded the document.
Eg: /documents/<your folder name>/<file_name>
20) Assign this iView to some user and then the user will make his changes to the document and upload
the document.
21) Latter on when the Manager wishes to see what are the changes that users have made to the
document then he can view them as shown in below picture.
Go to Content Management Æ Portal Content
22) Now go to the folder you have created and look for the document to which you have put versioning
option and look for the changes the document has undergone.
23) Check the following screen shots to check what changes the document has undergone.

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Document Versions:

24) As you see in the above screen shot you can observe what are the changes that document has
undergone.

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Related Content
http://help.sap.com/saphelp_nw70/helpdata/EN/7c/6abd616ab811d3aece0000e82deb58/frameset.htm
https://wiki.sdn.sap.com/wiki/x/r34
For more information, visit the Portal and Collaboration homepage.

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 Document Versioning in Knowledge Management

Disclaimer and Liability Notice

This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not
supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade.
SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document,
and anyone using these methods does so at his/her own risk.
SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or
code sample, including any liability resulting from incompatibility between the content within this document and the materials and
services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this
document.

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