This article tells you everything you need to know about versioning in Gluu, taking you through:

In Gluu all events are logged automatically, meaning that whenever you make a change to a process diagramme or the content of an activity, it is logged. We call this a process revision.

However, you do also have the option of turning one or more revisions into a formal version, which is something we highly recommend, as it gives you a great overview of the change history of the process and lets you notify process members of the changes you have made that they should be aware of when working in the process.

Furthermore, you can add approvers to the version, so that it does not go live before they have all reviewed and approved the changes. Learn more about process approval here: Setting up process approval.

TIP! Formal versions are also a great way of keeping yourself organized for audits, giving you an easy way to demonstrate what was changed and when it happened.

First, you need to decide what constitutes a formal version in your organisation. As a rule of thumb, we recommend that all significant changes to content and/or the diagramme flow is considered a new version. You do not need to make every single change a version as our feature allows you to bundle several changes into one version. However, if you choose to set a change live, you should also make it a formal version.

Following this strategy, you ensure that all process members are made aware of any significant changes and that your change history reflects them well without ending up with a ton of versions confusing your process members, because every little change is turned into a version.

Furthermore, working with process changes and versions in Gluu as a process owner or editor, you have a 'Live' and an 'In revision' view of the account. Regular users will only see the live version, not what you are able to see in revision mode.

This allows process owners and editors to work on process changes in an unpublished version of the process only visible to other editors and the process owner. Regular users only see the currently live version of the process. That way a process can be improved and all changes reviewed and approved before the process is set live.

Therefore, in the feed all formal process versions can be set live at any time:

TIP! If the process is set to have approval, the 'Go live' button will not be there unless it has already been approved.

When you go to process settings, you have four options when it comes to versioning: 'disabled', 'auto' vs. 'manual' and 'require approval'.

'Disabled' is rather self-explanatory as it simply means the process does not have formal versions, only automatically logged revisions.

If you choose 'auto', the system automatically generates a new process version for every change you make to the process diagramme.

However, if you have checked the 'Require approval' box, a new version will not go live until it has been approved by the assigned users. Learn more here: Setting up process approval

If you choose 'manual', a version is only generated when you decide it is time to make a new version.

If you choose the 'Manual' setting, here is a quick step-by-step guide on how to generate a new process version - read below for a more detailed walkthrough of how to do it:

To turn process changes into formal versions, you start by going to the process feed in the left-hand menu on the process. This will show you all comments, change suggestions and changes made to that process as well as any versions made in the past. Learn more about the feed here.

TIP! If you only want to see changes made to one specific activity in the process, go to the activity page and click the feed in the left-hand menu. This feed is unique to the activity and only shows entries related to that specific activity.

Versions show with a dark blue ribbon, process changes show in green, improvement suggestions in orange and regular comments without a colored ribbon .

To create a version, you need to be a process owner or editor. If you go to the far right on any process change in the process feed, you can click the 'make new version' icon. This generates a version of all changes from the one, you selected back to the previous version. That means all process changes shown in the feed prior to the one you selected, will be included in the version, not only the one you selected - unless of course it is the only process change made since the previous version.

TIP! You do not have to do anything out of the ordinary to generate the process change entries in the feed. They are automatically generated based on the changes you make to process diagrammes and activities.

When you click the version icon, a wizard opens that includes everything you need to create a formal version such as: an overview of changes covered by the version, an option to include change suggestions, name the version and to choose approvers, who to notify of the change etc.

TIP! You can always see which changes were included in an existing version by clicking 'version information' and then 'version changes summary' if you want a more detailed view on any given version in the feed.

If you want to learn more about how to link implemented change suggestions to a version, the article 'Manage improvements from idea to live' covers everything related to change suggestions.

TIP! If you do not give the version a name, we will name it for you using a consecutive numbering structure.

Once you have completed the required steps, you can create the version. Once you do so, it will appear in the process feed as a formal version and the process members you chose to inform during creation will receive a notification.