Drafts of files and file versions

Draft is a file status that allows you to edit files online without creating intermediate versions every time you save changes.

You can use drafts in two scenarios:

• New file draft. Upload a file in the draft status if it does not have a current main version yet.
• File version draft. Prepare changes for an existing file without affecting its current working version.

General workflow

1. Preparation. You upload a new file draft or create a version draft.
2. Editing. You can edit the draft online as many times as you need. Intermediate files are not created or recorded in the version history.
3. Publishing. When you finish working on the draft, publish it to make it the current version. Users with view permissions will then see it as the active file.

Differences between new file drafts and version drafts

Use this table to choose the draft type for your task.

Work with a new file draft

Use this option if you are creating a file from scratch and need to prepare it before making it current.

Step 1. Create a draft

1. Go to the Files workspace.
2. In the top menu, click Create > Draft and upload a file from your computer.

When you open this file, a notification will inform you that it has no current version.

Step 2. Edit and prepare the draft

In the file viewer window, you can perform the following actions on the draft:

• Edit online. Any changes you make are saved directly to this draft.
• Send for approval or review. Click Send on the top panel to share the draft with colleagues before publishing it.
• Perform standard viewer actions. such as printing, moving, or renaming the file. To learn more, see View files in BRIX.

Step 3. Publish the draft

When the file is ready to be published, make it current:

1. In the file viewer, go to the right side panel and click All Versions in the File Versions section.
2. In the window that opens, click Make Current.

Work with a file version draft

A version draft allows you to prepare edits for an already published file without changing the active version for other users.

Step 1. Create a version draft

You can prepare a version draft in two ways:

Upload a new file from your computer

1. In the file viewer window, click the plus icon on the top panel. If it is hidden, click the three-dots icon and select Add Version.
2. In the window that opens, select the file to upload.
3. Disable the Set the new version as the current one option.
4. Click Create.

Move an obsolete version to drafts

1. In the file viewer side panel, click All Versions and switch to the Outdated tab.
2. Next to the required version, click Revert to Draft. The version number will remain unchanged.

Step 2. Edit the version draft

1. In the file viewer side panel, click All Versions and go to the Drafts tab.
2. Open the draft you need by clicking its name.
3. Edit the file online. Your changes will be saved directly to this draft.

Step 3. Publish the version draft

When you finish editing the draft:

1. In the file viewer side panel, click All Versions and open the Drafts tab.
2. Under the name of the prepared draft, click Make Current.

The draft will move to the Current tab and become the main version of the file. The previously current version will move to the Outdated tab. The version numbers remain unchanged.