Asset Version History

Versions maintain consistency of current assets by allowing users to check out and update assets in progress while tracking their different versions.
 

Who can use this?

Plans:

  • Brandfolder

Permissions:

  • Owner
  • Admin

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

The Workflow tab in the asset modals includes Annotations, Version History, and the Check Out/Check In options.

Version history

Version History is where you can view older versions of attachments, revert to previous versions, and upload new ones. 

To open it, follow these steps:

  1. Select the asset for which you want to view the version history.
  2. Once the asset modal opens, select the Workflow tab.
  3. Select the Version History tab.
  4. Select the attachment from the left sidebar to access its version timeline. 
Version history BF

Update an attachment

There are two ways to update an attachment:

  1. From the Version History tab, drag a file to or select the To upload a new version of this attachment, drag a file here or click to browse box.
upload attachment
  1. From the Edit tab in the asset modal, hover over the ellipses and select Replace.
upload attachment

Both options take you to the same upload experience. After selecting or dropping the desired file, select Upload > Save Changes to complete the update.

Check out / Check in

  • Check out: Locks the attachment for editing so others can’t make changes or upload new versions while you work on it.
  • Check in: Unlocks the attachment and uploads your updated version, making it available for others to view or edit.

Checking in and out of an attachment differs from simply updating it, as it informs other users with permission to edit that updates are being made, and they should refrain from using or working on that attachment.

To check out an attachment:
  1. Under the Workflow tab, select the Check Out tab.
Version history
  1. If desired, leave a comment explaining the reason to check out the attachment.
  2. Select Check Out & Download.

The attachment is downloaded automatically to your computer and appears as Checked out in the version history.

Version history
To check in an attachment:
  1. Under the Workflow tab, select the Check In tab.
  2. If desired, leave a comment explaining the reason to check in the attachment.
  3. Select Check In & Upload.
  4. Select or drop the file to upload.
  5. Select Upload.

The attachment version updates and appears as Checked In in the version history.

Revert to previous versions

You can easily go back to earlier versions of your attachments:

  1. Under the Workflow tab, select the Version History tab.
  2. Select the attachment for which you want to revert to a previous version.
  3. Select Make current version next to the version you want.
Version history

The previous version now appears as a new version in the version history.