Enabling the upload new version feature

You can enable a feature that allows a user to upload a new version of a file to the Files application, even if the latest changes to the online draft of that file are not yet published to Files. The following information is intended to help you decide whether this feature is compatible with the way users prepare documents in your environment, and describes the feature, its current limitations, and how to enable it.

How the feature works

If you choose to enable the upload new version feature, a user can upload a new version of a file while another person is editing the file online, but has not yet published the draft as a version. The new uploaded version is stored in Files as the latest editable version, and a user with editor access is warned of the file conflict the next time they try to edit the file.

When the user is warned of the conflict, they can take one of the following actions:
  • Open the new version. The draft is automatically published as the version previous to the new version. Later, the user can analyze the content of the draft or restore it as the current version if they need to.
  • Open the draft (by canceling the warning).
  • Reconcile the two versions manually by opening the draft and saving it as its own version by clicking File > Publish Version. Then, on the Versions tab in Files, the user can download the two versions to their computer, copy the missing changes into one of the versions, and upload that version as the latest.
Note: A user can always make an earlier version the current editable version by using the Restore action on the Versions tab in Files. A Learn More link in the warning dialog takes the user directly to a help topic that provides more information on each option.

Limitations

The following limitations apply to the upload new version feature in release 1.0.7. Make sure you understand and accept the limitations before you proceed.
  • The user who is uploading the new version from the Files application or Microsoft desktop plug-in sync application is not notified that there is a draft in progress.
  • A user actively editing the draft is not notified that another user has uploaded a new version unless they try to publish the draft. If the user proceeds to publish, the uploaded version is automatically saved as the version previous to the draft being published.
  • Changes in the new version and draft are not merged automatically: the next user who tries to edit the file must either choose the new version, choose the draft (by canceling the warning), or reconcile the changes manually by publishing the draft as a version and comparing the two versions.
  • Except for .docx and .xlsx files, all the comments in the drafts will be lost after you choose the new version to be opened for editing.

How to enable the feature

The steps for enabling the upload new version feature are different depending on whether you enable it before you install the IBM Connections Docs extension plug-in, before you upgrade the plug-in, or after you install or upgrade the plug-in.

To enable before installing Connections Docs extension plug-in:
  1. Log in to the system where you installed IBM Connections, with the user who runs the Deployment Manager process.
  2. Extract the installation package to a directory.
  3. Open a command prompt and then go to the IBMDocsExt4IC_Install_Package/installer directory.
  4. Copy the response file that you created to the current directory.
  5. Rename the response file cfg.properties and add the following parameter under section [ICExt]: enable_upload_new_version=true.
  6. Save the file.
  7. Run the silent installation file:
    • Linux: ./install.sh
    • Windows: install.bat
To enable before upgrading Connections Docs extension plug-in:
  1. Log in to the system where you installed IBM Connections, with the user who runs the Deployment Manager process.
  2. Extract the upgrade package to a directory. Open a command prompt and go to the DocsLCExtension/installer directory.
  3. Copy the response file that you created to the target folder.
  4. Rename the response file cfg.properties and add the following parameter under section [ICExt]: enable_upload_new_version=true
  5. Save the file.
  6. Run the silent upgrade file:
    • Linux: ./upgrade.sh -installRoot
    • Windows: upgrade.bat -installRoot
To enable after installing or upgrading the Connections Docs extension plug-in:
  1. Locate the IBM Connections Deployment Manager.
  2. Log in to the system where you installed IBM Connections, with the user who runs the Deployment Manager process.
  3. Find the configuration file files-config.xml in one of the following locations:
    • Windows: in the LotusConnections-config folder
    • Linux: usually in /opt/IBM/WebSphere/AppServer/profiles/Dmgr01/config/cells/$CELLNAME/LotusConnections-config
  4. Edit files-config.xml, change the section that contains <objectType id="00000000-00000-0000-0001-00000000000000">, and remove the underlined text as the following:
    <actionControl>
 <objectType id="00000000-00000-0000-0001-00000000000000">
  <actions>
   <action enabled="true" name="uploadNewVersion">
      <restrictedRoles mode="allow">
       <role name="app-connector"/>
      </restrictedRoles>

   </action>
   <action enabled="true" name="download"/>
   <action enabled="false" name="downloadEmptyFile"/>
   <action enabled="true" name="restoreVersion">
       <restrictedRoles mode="allow">
         <role name="app-connector"/>
        </restrictedRoles>
   </action>
  </actions>
 </objectType>
</actionControl>
  5. Save the file.
  6. Log in to the IBM Connections Deployment Manager administrator console.
  7. Synchronize all nodes.
  8. Restart the Connections clusters that run the Files and Community applications.

Recommended Practice

After you enable this feature, we recommend you to lock the file when the users decide to do offline editing. After the new version is uploaded, you can unlock the file and users can edit on line in Connections Docs.