Before you can create a version (see Create Version), you have to make a version definition. In a version definition, you define which topics from the topic tree, including their subtopics and their relationships, you want to include in the version you want to create.
Create a Version Definition:
1. From the Modelling tab in the ribbon, select Version Management > Create Version.
The Create Version dialog box appears:
2. Click New.
The Edit Version Definition dialog box appears:
3. In the Properties: Version Definition section fill in:
· Language:
Select the language you want to assign to the version definition name
If multiple languages are active in the database (see Language) you can give a separate name for the Version Definition in every active language.
· Name:
Give the version definition a recognisable name (initially the name Version Definition is entered, but you have to change that so you do not have different version definitions with the same name).
4. Selections Tab:
a. Click Add.
The Add To Definition dialog box appears.
b. Select the topic you want to add to the version definition. It's subtopics are automatically selected.
c. In the Selections browser, you can see which topics have been added to the definition. With the Delete button, you can remove topics from the selection.
d. You can change the order of the topics in the version you want to create by using the arrows on the right of the Selections browser.
e. You can exclude topics from the version you want to create by unchecking the topics. If a topic is unchecked all its underlying topics will be unchecked too. If the unchecked topic has a parent topic (e.g. it is one of the underlying topics of another topic), the parent topic checked state is updated too. Its checked state is updated to Intermediate (indicated by a small filled rectangle in the selection box) if one or more, but not all of the underlying topics are unchecked. Topics that are checked or have an intermediate checked state are included in the version. Only topics that are unchecked are not included in the version.
NOTE: If unchecked topics are part of a chart, they will still be shown in charts that are included in the version definition!
5. Field Sets tab
Here all available field sets of the Mavim database are shown.
Select each field set you want to include in the version definition.
Use the All or None buttons to (de)select all available field sets together.
Note: If you also want to add Web Form Definitions (see step 6) to the version definition, it is necessary now to select the field sets that are used for the creation of these Web Form Definitions.
6. Filter tab
On this tab, a filter can be set to exclude topics from the version, including from external references.
In the selection for Field Set, Field Sets can be selected that contain a Field of the type list or a Field of the type relation list.
In the selection for List, a Field of the type list or a Field of the type relation list can be selected.
Select the values that have to be excluded from the version. Topics with the selected Field Set, Field and selected Value are excluded from the version. These topics will not appear in the external references.
Something that is important to note is that if any topics are exlucded from the version based on a field filter, child topics of that topic that do meet the criteria to be included in the version will also be excluded!
In the following example, the topics that contain the value Concept will be excluded from the version.
7. Web Form Definitions Tab
a. Click the Add button.
The Select a Web Form Definition dialog box appears. It shows all available web form definitions.
Note: Only the web form definitions are shown whose necessary field sets are selected on the Field Sets tab (see step 5).
b. Select a web form definition that you would like to include in the version definition.
c. Click Select.
Note: You can add multiple web form definitions to the version definition by repeating steps a, b and c. For each type, you can only select one web form definition. Once you have selected a web form definition, other web form definitions of the same type will no longer appear in this Select a Web Form Definition window.
On the Web Form Definitions tab, you can see which web form definitions have been assigned to the version definition. Using the Remove button, you can remove form definitions from the selection.
Note: If a Web Form definition has been added to a Version, this can be seen under the Web Form definitions topic under Objects. Here you will see all Web Form definitions that have been created. Each version for which a Web Form definition has been added is shown as a sub-topic of the corresponding Web Form definition.
Below is an example
8. Excluded Topics:
The Excluded Topics tab shows a complete tree structure of your Mavim Database and allows you to select any topics that you wish to exclude from the version. Simply enable the checkbox next to the topics you want to exclude from the version.
9. Distribution List section:
Select a distribution list if versions that are made based on this version definition are only allowed to be imported in specific databases. This option is only available if at least one Distribution List has been created: see Distribution Lists.
10. Click Close when you have finished creating the Version Definition.
11. In the Groups section, you can set access rights to versions which are created with the selected version definitions. It is not required to set these access rights.
a. Click the Add button.
The Groups dialog box appears.
b. Select one or more groups in the list. (If no user groups are created in the database, no groups will be shown in this dialog box).
c. Click Select.
The selected groups will be assigned read rights for versions created with this version definition.
See Information Security for more information.
