File Versioning System

Introduction

Sutram's File Versioning System offers a collaborative workflow for managing document revisions in your projects. Inspired by traditional engineering document control practices, it lets teams track changes, maintain revision history, and ensure that only one person edits a file at a time.

When to Use Versioning

Use versioning for files that:

Require formal revision tracking (contracts, specifications, drawings)
Are edited by several team members
Need approval flows before publication
Require an audit trail of changes

Files that typically don't need versioning:

Reference materials that don't change
Exported reports or snapshots
Media files (images, videos)

Key Concepts

File Types

Every file in Sutram is either a Reference file or an Editable file:

Type	Description	Versioning
Reference	Standard files without version control. Anyone with edit permission can replace the file at any time.	Disabled
Editable	Files with version control enabled. Requires checkout before editing and supports formal versioning.	Enabled

By default, all uploaded files are Reference files. You can enable versioning on any file.

Lifecycle Status

Editable files have a lifecycle status that indicates their current state:

Status	Description
Draft	Work in progress. Can be edited via checkout/checkin. Not yet formally published.
Published	Formally published version. Creates a permanent snapshot in the version history.

Checkout/Checkin

The checkout/checkin system ensures that only one person can edit a file at a time:

Checkout: Reserves the file for your exclusive editing. Others can view it, but cannot modify it.
Checkin: Returns the file with your changes. Requires uploading a new version of the file.

This prevents conflicting edits and ensures a clear record of who made the changes.

Versions

When you publish a file, Sutram creates a permanent snapshot called a Version. Versions are numbered sequentially (v1, v2, v3...) and cannot be modified or deleted. This provides:

A complete revision history
The ability to download any previous version
A clear audit trail of publications

Getting Started

Enabling Versioning on a File

To enable versioning on an existing file:

Navigate to the Content tab of your project
Find the file you want to enable versioning on
Click the ... menu (more options)
Select "Enable versioning"

The file will become an Editable file with Draft status.

Note: Owners, admins, and members can enable versioning.

Disabling Versioning

To disable versioning and convert back to a Reference file:

Make sure the file is not checked out
Click the file's ... menu
Select "Disable versioning"

Warning: Disabling versioning removes the ability to use checkout/checkin, but does not delete the version history.

Checkout/Checkin Workflow

Step 1: Check Out a File

Before editing an editable file, you must check it out:

Click the file's ... menu
Select "Check out for editing"
The file is now reserved for your exclusive editing

After checkout:

The file displays an "Checked out by [Your Name]" badge
Other users can view the file but cannot check it out
You can download the current version to edit locally

Step 2: Edit the File Locally

Download the current file from Sutram
Make your changes using the appropriate software (Word, AutoCAD, etc.)
Save the modified file on your computer

Step 3: Check In With Your Changes

When you're ready to save your changes:

Click the file's ... menu
Select "Check in"
A dialog appears asking you to upload the modified file
Drag and drop or click to select the updated file
Wait for the upload to complete

Important: The replacement file must have the same extension as the original (for example, .docx files must be replaced by .docx files).

Canceling a Checkout

If you decide not to make changes:

Click the ... menu of the checked-out file
Select "Cancel checkout"

This releases the file without any changes. The file returns to its previous state.

Undoing a Checkin

Made a mistake? If a backup is available:

Click the file's ... menu
Select "Undo checkin"
The previous version is restored

Note: Undo is only available if a backup exists (usually immediately after checkin). When you check out and check in again, the previous backup is overwritten.

Force Release Lock (Owners and Admins)

If a team member has checked out a file but is unavailable:

As Owner or Project Admin, click the ... menu
Select "Force release lock"

This releases the lock immediately. Any unsaved changes by the original user will be lost.

Use with caution: Only use this when necessary, as it can cause loss of work.

Version Management

Publishing a Version

When a draft is ready for formal publication:

Make sure the file is not checked out
Click the ... menu
Select "Publish version"

This creates a permanent snapshot:

The version number is incremented (v1 → v2 → v3...)
The snapshot is stored in the version history
The file's status changes to Published

Note: Owners, admins, and members can publish versions.

Creating a New Version From a Published One

To continue editing a published file:

Click the ... menu of a Published file
Select "Create new version"

This:

Creates a new Draft from the published version
Increments the version number
Lets you check out and make changes

Viewing the Version History

To see all published versions:

Click the file to open it
Click "Version History" in the viewer
A timeline shows all published versions with:
- Version number
- Publication date
- Who published it

Downloading Previous Versions

In the Version History modal:

Find the version you want
Click the download icon next to the version
The historical file is downloaded to your computer

This is useful for:

Comparing changes between versions
Reverting to an earlier design
Audit and compliance needs

File Versioning and Formal Governance

File versioning (draft → published, with checkout/checkin) is the lightest way to control a document's evolution: it works with any file, has two lifecycle states, and requires no configuration. For many documents — drawings, contracts, specifications — this is already enough.

When control needs to be more formal — multiple approval stages, specific roles per step, and visibility restricted by state — Sutram offers Document Classes, the governance feature available on the Max plan. They extend the same "state → transition → audit trail" idea from file versioning, but with a configurable lifecycle, applied to structured data (records).

From the two-state cycle to the governed cycle

	File versioning	Document Classes (governance)
Applies to	Any file	Records of a graduated category
States	Draft, Published (fixed)	Custom states (e.g., Draft → In review → Approved)
How it advances	Checkout/checkin and publish version	Named transitions (submit, approve, reject)
Who can act	By project role	Role × state matrix, defined in the class
Visibility	Everyone with access to the file	Need-to-know: each state reveals the document only to certain roles
Audit trail	History of published versions	Complete log of every transition (who, when, why)

How formal governance works

A Document Class starts from a common record category, "graduated" into a governed flow (default preset: author → reviewer → approver), and is then fully adjustable:

States and transitions — you define the lifecycle states and the actions that move a document from one state to another (for example, "submit for review", "approve", "reject"). Some transitions may require a justification.
Roles and permissions per state — each state defines who can read and who can write, enabling need-to-know visibility (a document in draft can be invisible to those who should only see it once approved).
Audit trail — every transition is recorded: who acted, when, and with what justification.

In practice, file versioning and formal governance are two points on the same spectrum: start with draft/published for simple control and migrate to Document Classes when the process requires formal approvals, dedicated roles, and confidentiality by stage. To set up and operate governed classes via MCP/Claude, see the Sutram MCP Server Guide.

Permissions and Roles

Different project roles have different versioning capabilities:

Action	Owner / Admin	Member	Viewer
View files and versions	Yes	Yes	Yes
Download versions	Yes	Yes	Yes
Enable/disable versioning	Yes	Yes	No
Check out files	Yes	Yes	No
Check in files	Yes	Yes	No
Cancel own checkout	Yes	Yes	No
Undo checkin	Yes	Yes	No
Publish versions	Yes	Yes	No
Create new version	Yes	Yes	No
Force release lock	Yes	No	No

Key Points:

Owners, admins, and members can publish versions and create new versions
Owners and admins can force the release of other users' locks
Viewers can only view and download, not edit

Visual Indicators

Status Badges

Editable files display badges showing their current state:

Badge	Meaning
Draft (amber)	The file is a work in progress, not yet published
Published (indigo)	The file has been formally published as a version
Checked out by [Name] (alert)	The file is locked for editing by the indicated user

Identifying Locked Files

When a file is checked out:

A lock icon appears in the file list
The badge shows who checked it out
The checkout option is hidden (file unavailable)

Your Own Checkouts

When you have a file checked out:

The "Check in" option appears in the menu
The "Cancel checkout" option is available
Other users see that you locked the file

Best Practices

When to Enable Versioning

Enable versioning for:

Engineering drawings and specifications
Contracts and legal documents
Project plans and schedules
Any document that requires formal approval

Avoid versioning for:

Frequently updated working files
Reference images or media
Exported reports (create new files)

Publication Workflow

Team Coordination Tips

Communicate: Let your team know when you check out files — you can share the file in the project chat to signal the check-out
Don't hoard: Check in files promptly when you're done
Publish regularly: Publish stable versions frequently, not just at milestones
Use comments: Add context in the project chat when publishing important changes

Frequently Asked Questions

Q: Can I edit a file without checking it out?

A: For Reference files, yes. For Editable files, no — you must check it out first. This ensures that only one person edits at a time.

Q: What happens if I forget to check in a file?

A: The file stays locked to you until you check it in or cancel. If you become unavailable, a Project Owner or Admin can force the release of the lock.

Q: Can I delete a published version?

A: No. Published versions are permanent for audit purposes. You can create new versions, but the history is preserved.

Q: What's the difference between versions and file history?

A: Versions are formal, numbered snapshots created by publishing. Each version is permanent and can be downloaded. Checkins without publishing update the working copy but do not create numbered versions.

Q: Can several people check out the same file?

A: No. Only one person can have a file checked out at a time. This is intentional to prevent conflicting edits.

Q: Do I lose my changes if someone forces the release of my lock?

A: Yes, any changes not submitted via checkin will be lost. Check in regularly. Force release should only be used when necessary.

Q: Can I enable versioning on CAD files?

A: Yes! Versioning works with any file type — CAD drawings, Office documents, PDFs, and much more.

Q: What's the difference between publishing a version and Document Classes?

A: Publishing a version creates a permanent snapshot of a file within the simple draft → published cycle. Document Classes (Max plan) add a governed approval flow — multiple states, roles per step, need-to-know visibility, and an audit trail of every transition — applied to structured records. Use versions for formal file control; use Document Classes when the process requires approvals and confidentiality by stage.

Troubleshooting

"The file is already checked out"

Problem: You can't check out a file because someone else owns it.

Solution:

Check the badge to see who checked it out
Reach out to coordinate
If it's urgent and the person is unavailable, ask a Project Owner or Admin to force the release

"You don't have this file checked out"

Problem: You're trying to check in, but you don't have the file checked out.

Solution: Check out the file first, then make your changes and check it in.

"The file must have the extension: .xyz"

Problem: You're trying to check in a file with a different extension.

Solution: Make sure the replacement file has the same extension as the original. For example, a .docx file must be replaced by another .docx file.

"You don't have permission to publish"

Problem: You can't publish a version.

Solution: Publishing requires an edit role (Owner, Admin, or Member). Viewers cannot publish — ask the project owner to update your role.

Upload fails during checkin

Problem: The upload during checkin doesn't complete.

Solution:

Check your internet connection
Make sure the file isn't too large (check with the project owner about your Sutram account limits)
Try again with a smaller file or a better connection
If the problem persists, contact support

Version history doesn't appear

Problem: You can't see a file's version history.

Solution: Version history only appears for files that have been published at least once. If the file is still in Draft and has never been published, there is no version history yet.

Document Version: 1.1 Last Updated: July 2026 Author: Sutram Development Team