Once a file is uploaded to Assets it can undergo many changes: it can be checked-out, checked-in, its content can be changed, it can be given a rating, its name can be changed, and so on.
It is important to be aware of which changes have been made to a file, by whom they were made, when they were made, and also to be able to restore changes when needed.
This can be done by using the History panel in Assets.
The History panel
The History panel can be accessed by clicking its icon on the right side of the screen. It shows version and history information when a single file has been selected.
Working with file versions
A version of a file is created whenever it is checked-in in Assets Server — either through Assets, Assets for InDesign, or through an API.
Note: For configuring this feature, see Working with different versions of a file stored in Assets Server.
The Versions tab of the History panel shows all these versions.
Reverting a version
To revert a file to a previous version, access the menu for that version and choose 'Revert'.
Viewing the history of a file
Any changes to the metadata that are made for a file as well as the actions that are performed on a file can be viewed in the Full History tab of the panel.
Changes and actions are ordered by the time period in which they were made (today, yesterday, 2 weeks ago, and so on).
Shown is the name of the action or the metadata field that is changed together with the value that it is changed to.
Example: When a file is renamed today from 'File 1.jpg' to 'File 2.jpg', the Full History tab shows:
To quickly see when a change was made and by whom, hover the mouse pointer over an item to make a tooltip appear with that information.
When a file is checked-in, the number of the created file version is shown and the item can be clicked to view all metadata changes that have occurred.
Figure: Clicking Checked-in for a file (lefts) shows the metadata values that have changed (right).
Filtering the panel items
Use the Search box and/or Filter at the top of the panel to narrow down the number of items that are shown in the Full History tab.
Adding a term in the Search box allows you to search on the following:
- The action that was performed on the file (checked-in, copied, moved, and so on)
- The name of the metadata field
- The value of the metadata field
- The user who made the change
- The time period in which the change was made
The Filter can be used to filter on the following actions or states:
- Abort check-out
- Changed metadata
- Relation created
- Used in Enterprise