Configure edit history save points - On Premises 6.4

Author-it Knowledge Center

A History Save Point is a "snapshot" of an object at a specific point in time. Use the "snapshot" revision to revert the topic from one version of the content to another.

A History Save Point is a combination of a trigger action and a save and prompt action. For example, a revision point is created so the user is prompted to make a comment describing their changes in the History Comments window each time they close an object.

The History Save Points defines if or when, a revision point "snapshot" is created for the object. You'll define the combination of trigger points and save and prompt actions based on how content changes in your library and the requirements you may have to revert the object to an earlier revision.

The default setting for each trigger action is set to (none). Recommended: at a minimum, the Object close (if changed) trigger point is set to Save without comments so that revision points are created for your objects.

Note: there are some differences in behavior between Author and Contribute; the differences are listed in the History Save Actions descriptions.

History Comments window

Save Comment Window

The History Comments window is used to:

  • Change the Release State assigned to the object (optional).
  • Add a comment on why the object was changed. Depending on the settings, the comments may be optional or mandatory.
    • If a comment is optional, the user can close the window without making a comment.
    • If the comment is mandatory, the user must make a comment before the window can be closed.
  • If the user clicks Cancel, the window closes and the object is not saved or closed, and no revision point is created.

The Save Points tab

Use these options to define when a save point is created and whether a comment is required (comments can be used to give a brief explanation of the changes made, or why the changes were made to the object).

Save Points tab

Save and prompt action

 Description

Edit History Settings Window

(none):

  • Does not create a history record, and
  • Does not prompt for a comment

Save without comments:

  • Creates a history record, but
  • Does not prompt for a comment

Save with optional comments:

  • Creates a history record, and
  • Does prompt for an optional comment.

Save with mandatory comments:

  • Creates a history record, and
  • Does prompt for a mandatory comment.

Minimum length of comments:

Sets the minimum number of characters that must be used when adding a comment for the save point.

 

 

The History Save Actions

You can set a save and prompt action against one or more of the trigger actions on the Save Points tab. A good practice is to have a minimum of the Object close (if changed) action set. Note, the Change of author option is affected by the setting applied to the Object close (if changed) action, refer to the the Change of author option for information.

 

 

Object close (if changed):

 

To trigger the prompt, the save and prompt action must be set to a minimum of Save without comments.

Note the different behavior between Author and Contribute:

In Author:
To trigger the prompt, the user must make changes to the object. The prompt is displayed whether or not the object has been saved prior to closing.
The prompt is not displayed if no changes have been made to the object before it is closed.

In Contribute:
To trigger the prompt, the user simply saves the object that he/she has edited.
Note: If the user closes the object without saving, Contribute abandons changes, does not save, does not create a save point, and does not prompt.

 

Important considerations:

  • This only applies when an object has been modified; if you open and close an object without editing, there is no need for the history prompt.
  • If you want the user to make an optional or mandatory comment, there is a further configuration step: you need to select the Author-it User Options > General tab > "Prompt for unsaved changes".
  • If you are working with Author-it Reviewer you must set this option to "Save with mandatory comments".

 

 

Change of release state:

Creates a save point when an object's Release State is changed.

Change of author:

Note: The following behavior occurs if the Object close (if changed) action has been set to (none), but the Prompt for unsaved changes option has been selected.

(However, if the Object close (if changed) action has been set to (none), and the Prompt for unsaved changes option is not selected, then the object will be closed, the changes will be abandoned, and the prompt will not be displayed.)

Note the different behavior between Author and Contribute:

In Author:
To trigger the prompt, the user must not save, but simply close the object that he/she has edited.
Note: If the user saves first and then closes, the prompt will not display.

In Contribute:
To trigger the prompt, the user simply saves the object that he/she has edited.
Note: If the user closes the object without saving, Contribute abandons changes, does not save, does not create a save point, and does not prompt.

 

Important considerations:

  • This only applies when an author modifies an object that was last modified by another author.
  • If you want the user to make an optional or mandatory comment, there is a further configuration step: you need to select the Author-it User Options > General tab > "Prompt for unsaved changes".

 

 

Change of template:

Creates a save point when a user modifies an object by changing the template the object is based on.

Publish (if changed):

Saves a revision / save point when a user publishes an object and the last modified record doesn't have an XML history attached.

To Set Save Points:

  1. From the main menu, choose Settings > History Settings.... The Edit History Options window opens. Select the Save Points tab.
  2. Map History save actions to user Save options for any events where you want to save a history record (refer to above information for details).

    Edit History Save Points

  3. Choose OK to save your changes and close the window.