> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cocoondata.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing file versions

Whenever a file with the *same name* is uploaded to a particular location of the main SafeShare page's items area (or any other SafeShare application), a new version of that file is generated. This newly uploaded file could be one that [you own](/CS1.2/user/uploading-storing-and-sharing-content-securely.md#uploading-and-storing-personally-owned-content) or one that is owned by [another Cocoon Data user](/CS1.2/user/uploading-storing-and-sharing-content-securely.md#uploading-content-to-share-through-another-users-folder).

The file versions feature of SafeShare allows you to [access other versions of files](/CS1.2/user/managing-file-versions.md#accessing-other-versions-of-a-file) (through the file's version management page), where a file's version can be:

* [viewed or downloaded](/CS1.2/user/managing-file-versions.md#viewing-and-downloading-another-version-of-a-file),
* [uploaded](/CS1.2/user/managing-file-versions.md#uploading-a-new-version-of-a-file),
* [deleted](/CS1.2/user/managing-file-versions.md#deleting-a-version-of-a-file) (i.e. permanently), or
* [set as the 'Active' version](/CS1.2/user/managing-file-versions.md#changing-a-files-active-version), where the **Active** version is the version of the file which is immediately accessible from the user's items area of the main SafeShare page.

> [!NOTE]
>
> Each new version of a file consumes more of your allocated SafeShare storage quota. A file's complete size (including all of its versions) is indicated by the **All versions size** field in the **File Details** section of the **Details** tab (upon selecting the file from the main SafeShare page). For more information about your storage usage, see [Viewing your storage usages and quotas](/CS1.2/user/managing-your-account.md#viewing-your-storage-usages-and-quotas).

## Accessing other versions of a file

The owner of a file or a collaborator with either **Manage** or **Co-Owner** [permissions](/CS1.2/user/uploading-storing-and-sharing-content-securely.md#selecting-a-permission-set) on a file can access the file's other versions. Collaborators on a file with lower permissions than these can only access the file's ['Active' version](/CS1.2/user/managing-file-versions.md#changing-a-files-active-version). However, a collaborator with **Create** permissions on a file's parent folder can [upload a new version of that file](/CS1.2/user/managing-file-versions.md#uploading-a-new-version-of-a-file).

**To access other versions of a file:**

1. Ensure you are [signed in](/CS1.2/user/signing-in.md) to SafeShare for Web.
2. If the Home icon at the top-left (followed by your current organisation's name) has no drop-down icon indicated, then you are a member of only one organisation. Therefore, you can skip to the [next step](/CS1.2/user/managing-file-versions.md#locating-your-file-to-access-its-versions). \

   *Otherwise*, the name of your current organisation is indicated, from which you can either:

   * skip to the [next step](/CS1.2/user/managing-file-versions.md#locating-your-file-to-access-its-versions) to continue with accessing a file's version from this organisation, or
   * access a file's version from a different organisation (you are a member of) by [changing your organisation](/CS1.2/user/uploading-storing-and-sharing-content-securely.md#changing-organisations) before continuing on.
3. [Locate](/CS1.2/user/managing-secure-content.md#finding-secure-content) the file whose other version/s you wish to access.
4. Do one of the following to begin accessing this file's versions:

   * *Right-click on the file's row* and choose **Manage Versions** from the pop-up menu:

     ![Right-clicking a file as an owner - context menu](https://mintcdn.com/cocoondata/_MzKWwAlmVvZNHNz/images/e522fb648d47-right-clicking-a-file-context-menu-owner.png?fit=max\&auto=format\&n=_MzKWwAlmVvZNHNz\&q=85\&s=fcd7de27e10f17a30b164e4f69e4d688)

     **Note:** If this menu option is not available, then it is not possible to manage this file's versions since you do not own this file *or* you were not granted **Manage** permissions on the item when it (or one of its ancestral folders) was shared with you. (Your current permissions on a selected item are indicated by the **Access** field's value in the **File/Folder Details** section of the **Details** tab to the right of the items area.) \

     *OR*

   1. *Select* the item, by clicking on the item's row (to the right of its name if a folder): \


      ![Selecting a shared item as its owner](https://mintcdn.com/cocoondata/_MzKWwAlmVvZNHNz/images/c729ca7442c7-selecting-a-shared-item-owner.png?fit=max\&auto=format\&n=_MzKWwAlmVvZNHNz\&q=85\&s=8dc20fc1915387b15a295bf3721ade67)
   2. Click the **More** drop-down (right-side of the toolbar near the top of the page) and choose **Manage Versions**. Note that the Manage Versions option will not be available if you are a collaborator on the item (see [Sharing secure content](/CS1.2/user/uploading-storing-and-sharing-content-securely.md#sharing-secure-content)) and you were not granted either **Manage** or **Co-Owner** permissions on the item.

   The file's version management page is displayed: \


   ![Versions Management page](https://mintcdn.com/cocoondata/_MzKWwAlmVvZNHNz/images/d7d8e42613da-versions-management-page.png?fit=max\&auto=format\&n=_MzKWwAlmVvZNHNz\&q=85\&s=8c5f4df8015aeeeb1b3f4e6b3925bbae)

   The version marked with the **Active** indicator is the file version which is immediately accessible from the user's items area of the main SafeShare page.
5. From this page, you can:

   * [view and/or download](/CS1.2/user/managing-file-versions.md#viewing-and-downloading-another-version-of-a-file) other file versions,
   * [upload](/CS1.2/user/managing-file-versions.md#uploading-a-new-version-of-a-file) a new version of the file,
   * [delete](/CS1.2/user/managing-file-versions.md#deleting-a-version-of-a-file) other file versions permanently,
   * [set as the 'Active' version](/CS1.2/user/managing-file-versions.md#changing-a-files-active-version) and
   * click the **Cancel** button (left-side of the toolbar near the top of the page) to return to your previous view of the main SafeShare page. \

     **Note:** If you accessed the version management page directly (e.g. via a URL), then clicking the **Cancel** button takes you to the root location of the main SafeShare page (for your current organisation).

## Viewing and downloading another version of a file

These actions can be performed by any user (owner or collaborator) with [access to a file's other versions](/CS1.2/user/managing-file-versions.md#accessing-other-versions-of-a-file).

**To view and/or download another version of a file:**

1. [Access](/CS1.2/user/managing-file-versions.md#accessing-other-versions-of-a-file) the file's version management page.
2. Do either of the following to begin viewing or downloading any other version of this file:

   * *Right-click on the item's row* and choose the respective **View** or **Download** option from the pop-up menu. \

     *OR*
   * *Hover* your mouse pointer over the item's row (or *select*/click the item's row) and click the respective 'View' icon

     ![View icon](https://mintcdn.com/cocoondata/he5RKKcj9W7Dcv1n/images/2d867cdd824a-view-icon.png?fit=max\&auto=format\&n=he5RKKcj9W7Dcv1n\&q=85\&s=afdeb3640323a4d39d7fb6715031593b)

     or 'Download' icon

     ![Download icon](https://mintcdn.com/cocoondata/UCzlmDjgVturBxhL/images/895e98c86ac0-download-icon.png?fit=max\&auto=format\&n=UCzlmDjgVturBxhL\&q=85\&s=52b6905daae2b9faefead7bd2b6a25e9)

     in its row or the right-side of the toolbar near the top of the page (for the selected item).

   **Notes:**

   * If you chose to View a file's version, that file's version is opened directly in the [content viewer](/CS1.2/user/accessing-secure-content.md#content-viewer).
   * The View options will not be available if it is not possible to open this type of file in content viewer. See [File formats supported by the content viewer](/CS1.2/user/accessing-secure-content.md#file-formats-supported-by-the-content-viewer) for a list of file types that the content viewer supports.

## Uploading a new version of a file

In addition to creating a new file version by dragging and dropping a file with the *same name* to a particular location (either as this file's [owner](/CS1.2/user/uploading-storing-and-sharing-content-securely.md#uploading-and-storing-personally-owned-content) or a [collaborator](/CS1.2/user/uploading-storing-and-sharing-content-securely.md#uploading-content-to-share-through-another-users-folder) with **Manage** or **Co-Owner** [permissions](/CS1.2/user/uploading-storing-and-sharing-content-securely.md#selecting-a-permission-set) on the file or **Create** permissions on its parent folder), a new file version can also be created by uploading the file directly through the file's version management page.

Using this alternative feature on the version management page, the new file version to be uploaded only requires the same file name extension as current file version/s - not initially the same file name itself.

**To upload a new version of a file through the version management page:**

1. [Access](/CS1.2/user/managing-file-versions.md#accessing-other-versions-of-a-file) the file's version management page.
2. Click the **Upload new version** button (left-side of the toolbar near the top of the page).
3. In the resulting file selection dialog box, choose the new file (with the same file name extension). Be aware that the file name itself may be different from that of the file whose version management page you are currently viewing. \

   If the upload succeeds, the new file version is uploaded and becomes the **Active** version of this file.

## Deleting a version of a file

You can delete a file's version (from the file's version management page), which results in this file version being deleted (i.e. the file version bypasses the Recycle Bin feature).

This action can only be performed by the owner of this file (not by any collaborator on it).

**To delete other versions of a file:**

1. [Access](/CS1.2/user/managing-file-versions.md#accessing-other-versions-of-a-file) the version management page for the file you own.
2. Do either of the following to begin deleting another version (other than the **Active** one) of this file:

   * *Right-click on the item's row* and choose the **Delete** option from the pop-up menu. \

     *OR*
   * *Hover* your mouse pointer over the item's row (or *select*/click the item's row) and click the 'Delete' icon

     ![Delete icon](https://mintcdn.com/cocoondata/he5RKKcj9W7Dcv1n/images/3e6e90b07df6-remove-icon.png?fit=max\&auto=format\&n=he5RKKcj9W7Dcv1n\&q=85\&s=5f6de531d6f414ced3c901c86e90ddaf)

     in its row or the right-side of the toolbar near the top of the page (for the selected item).

   SafeShare for Web prompts you to confirm this deletion and upon clicking **Yes**, your file's version and its content is deleted from storage. Any people who had access to this file version and its content will no longer be able to access the file version. \

   **Note:** The Delete options will not be available if either the file version is **Active** and/or you are a collaborator on this item.

## Changing a file's 'Active' version

The **Active** version of a file is the one which is immediately accessible from the owner's or a collaborator's items area of the main SafeShare page (including the equivalent interfaces of all other SafeShare applications), as well as file/folder links in Cocoon Data Notification or custom email messages.

This action can be performed by any user (owner or collaborator) with [access to a file's other versions](/CS1.2/user/managing-file-versions.md#accessing-other-versions-of-a-file).

**To change a file's 'Active' version:**

1. [Access](/CS1.2/user/managing-file-versions.md#accessing-other-versions-of-a-file) the file's version management page.
2. Do either of the following to begin changing the **Active** version of this file to another version:

   * *Right-click on the item's row* and choose the **Set this version as active** option from the pop-up menu. \

     *OR*
   * *Hover* your mouse pointer over the item's row (or *select*/click the item's row) and click the 'Set this version as active' icon

     ![Make active icon](https://mintcdn.com/cocoondata/PII5vWTBhNvVAbCi/images/ea9a9f0d7260-make-active-icon.png?fit=max\&auto=format\&n=PII5vWTBhNvVAbCi\&q=85\&s=cf2e8ca5d672e46c5ad39ba1fbbfc15a)

     in its row or the right-side of the toolbar near the top of the page (for the selected item).

   SafeShare for Web prompts you to confirm this change and upon clicking **Yes**, your file's **Active** version is switched to the file version on which you performed this action. Any people who had access to this file from their files area of the main SafeShare page will now only be able to access the file's new **Active** version from their files area. \

   **Note:** The file's owner or a collaborator with **Manage** or **Co-Owner** permissions on the file can still access the file's other versions through the file's [version management page](/CS1.2/user/managing-file-versions.md#accessing-other-versions-of-a-file).


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