File Versions

When artwork or paperwork goes through more than one round — a corrected proof, a customer markup, a final print-ready file — M-Power now keeps every round together as versions of one file instead of a growing pile of near-identical attachments. The file panel always shows the current version, and the full history stays one click away.

File versioning is available on orders and quotes.

How versions are created

1. Uploading a file with the same name

If you upload a file that has the same name as a file already attached to the order or quote (but different contents), M-Power asks what you want to do:

• Supersede (keep history) — the new upload becomes the current version. The existing file is kept in the version history.
• Keep both — both files stay on the document as separate attachments, exactly as before.
• Cancel — nothing is uploaded.

Tip: if you upload a file that is byte-for-byte identical to one already on the document, nothing changes — M-Power recognises the duplicate and keeps the existing file.

2. The Upload Revised Version button

Every file row on an order or quote has an Upload Revised Version button (the file-upload icon). Use it when the new revision has a different file name — for example Shopfront-Sign-Proof-FINAL.pdf replacing Shopfront-Sign-Proof.pdf. Whatever you upload through this button becomes the new current version of that file, with no prompt.

3. Customer proof approvals

When you email a file for approval and the customer responds with a marked-up copy, the markup is attached to the order automatically — and it supersedes the proof it was created from. The file panel shows the customer's marked-up file as the current version, with the original proof in its history. You no longer need to work out which of two similarly named files is the one the customer actually saw.

Viewing a file's history

A file with more than one version shows a version badge (for example v2) next to its name. Click the badge to open File History:

For each version, newest first, you can see:

• the file name and whether it is the current or a superseded version,
• who uploaded it and when — or, for customer markups, which proof it was created from,
• its approval status (Approval Requested, Approved, Changes Requested) and the reviewer's comments,
• each time it was emailed for approval, to whom, and when the link was viewed,
• a download link, so older versions are never lost.

Notifications during an approval round

You don't need to keep checking the order — M-Power tells you when something happens:

• When the customer responds, the person who requested the approval receives an email — file was Approved or file Requires Changes — including the reviewer's comments and a link back to the order. The customer also receives a confirmation of their response, and a CC list can optionally receive the review notes.
• An in-app notification is raised for the requester and the order's account manager at the same time, linking straight to the order's files.
• If the customer doesn't respond, an overdue-approval notification is raised once the request has been outstanding for more than the configured threshold (3 days by default).

Which of these alerts you receive, and how, is controlled by your notification preferences — see Notifications — your alerts in M-Power.

Where superseded versions (don't) appear

Superseded versions are treated as history everywhere, so an out-of-date file can't sneak back into production or in front of a customer. They are hidden from:

• the order and quote file panels (only the current version shows),
• the email attachment picker — a stale proof can't be re-sent for approval,
• the customer portal,
• printed job cards, and
• file listings on reports.

Deleting a version

Deleting a file that has history removes only the current version — the previous version automatically becomes current again. This means "undo my last upload" is just a delete.

Frequently asked questions

Does versioning change anything for files I don't revise?

No. A file uploaded once behaves exactly as it always has — no badge, no history.

Can I keep two files with the same name without versioning them?

Yes — choose Keep both when prompted.

What happens if a new revision is uploaded while an approval is still out with the customer?

The customer's markup is still attached to the order and still records which proof it marks up, but it won't displace your newer revision as the current version.