Problem

How to delete the active version of a file with versions

1. I create a new document in Project wise suing the Advanced Wizard Tool (000-00001-00149) - State is DRAFT
2. I then set this document to the APPROVED state as if it were already issued and approved.
3. I then right click on this document and create a new version of it (New, Version).
4. The new version of this document is now in DRAFT state for modification.
5. If I now decide that I do not need this Version anymore, how do I delete it without deleting the APPROVED document?
6. I right click on the DRAFT document, click delete and the message comes up.
7. If I click NO, nothing happens and both documents still exist. If I click YES, both documents are deleted
How do I just delete the version and not the latest APPROVED document?

Solution

As you can see you cannot delete an active file if it has versions as it will delete all versions as well.
So to solve the problem you need to promote the version you want to be active.
Here's how you do that.

In my scenario I have versions A,B, and C and C is my active version (the one you are trying to delete).
But I don't want to keep C and I want B to be the active version.
Right click on the active version (C) and choose new version.
In the dialog that comes up click on the 'edit' button
Provide a version number (for my scenario I used D)
Highlight version B then click change
"do you want to change this version to become the active documents" click okay.
Version D is an exact copy of B, and version C becomes a non active version.
Now you can delete version C which is the one you wanted to get rid of in the first place.
In the end you have versions A, B, and D

In your scenario, you would then need to change the state to approved for the active version.
The idea behind versions was that nothing ever gets deleted so that if needed, an old version of a document could be retrieved.

See Also

Product TechNotes and FAQs

External Links

Bentley Technical Support KnowledgeBase

Bentley LEARN Server

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