Manage workspace plan versions

A plan version is a copy of your workspace plan: projects, activities, deliverables, milestones and budget items. Versions let you keep the agreed plan as your baseline while you prepare changes, for example an amendment, in a new version, and switch to the new plan once it has been approved.

What you report (status updates, expenses and time) is not copied into versions; it is always reported against the active plan.

Active, draft and idle versions

• Active Plan: the current baseline for execution and reporting. Status updates and expenses can only be reported in this version.
• Draft: a newer version that is being prepared and is not active yet.
• Idle: an older version that is kept for reference.

Only the newest version can be edited, so its plan data can be changed while older versions stay as they were.

Viewing another version

Click Version (for example Version 1) at the top right. The menu lists the versions with their status; the one you are viewing is marked Selected. Click View next to a version to switch to it. The app reloads, and only your own view changes, not that of other users.

If you try to edit the plan while viewing a version that cannot be edited, or to report progress or expenses outside the active version, EMDESK offers to switch to the right version.

Managing versions

Click Manage Versions in the version menu, or go to Settings › Versions. Each version shows its name and description (click to edit them), when and by whom it was created, and its status.

• Add New Version (bottom of the page): creates a copy of the newest version. The copy is a draft, is not active, and is selected only for you.
• Edit (newest version only): switch on to allow changes to the plan data of this version, switch off to freeze it.
• All Users (newest version, when Edit is on): switch off so that only Admins and Managers can change the plan.
• Activate: makes a version the active plan, the baseline for execution and reporting.
• Delete Version (trash icon): only the newest version can be deleted, and never the active one.

Example: preparing an amendment

1. In Settings › Versions, click Add New Version. Give it a name such as Amendment 1.
2. Change the plan in the new version: dates, activities, participants, budget. Reporting continues in the active version in the meantime.
3. When the amendment has been approved, click Activate on the new version. From now on it is the baseline, and the previous version becomes idle.