Version History, Trash and Quick Views

Version history

Plenix keeps the previous copy of a file whenever it changes: when you save an edit in the browser, upload a new version, or restore an older one.

Version history is for administrators: super admins on app.plenix.cloud, and administrators in your workspace. Everyone with Write access can still save edits and upload a new version. The history is kept either way.

1. Open the file's menu and choose Version history. A version badge (for example v3) next to a file name also opens it.
2. Every version is listed with its number, size, who made it and when.
3. Use the download button to get any version, or Restore to make it current. Restoring doesn't lose anything — the version you replaced goes into the history as well.
4. To replace the file with a new copy from your computer, click Upload new version.

Viewing, downloading, comparing, restoring and naming older versions are for administrators.

Naming a version

Give an important version a name, like Sent to client or Signed, so it's easy to find and is kept for good.

1. In Version history, click the tag button on the current version or any earlier one.
2. Type a name (up to 120 characters) and click Save name.

The name shows as a badge next to the version. To change it, click the tag button again; Remove name takes it off. When you name the current version and then make another change, the name moves with it into the history, so a name always stays with the copy you named.

Named versions are never removed by the retention policy and don't count towards its limit.

Comparing versions

Click the compare button on any earlier version to see what changed between it and the current version. Use the two lists at the top to compare any two versions.

• For Word documents and text files — plain text, Markdown, CSV, JSON, HTML and other files you can edit in the browser — you see every added line in green and every removed line in red, with a few unchanged lines around each change for context, and a count of lines added and removed.
• For other files, such as PDFs, images and spreadsheets, you see their details side by side: name, size, type, when they were saved and by whom. Download both versions to compare their contents.

See Compare Versions and Set Retention.

How long versions are kept

By default the last 50 versions of each file are kept. An administrator can change this for the whole workspace: see Compare Versions and Set Retention. The current policy is shown at the bottom of Version history.

Trash

Move to trash replaces delete. Moving a folder to the trash takes everything inside it too.

• Open Trash to see what's been deleted, when, and the date it will be removed for good.
• Restore puts an item back where it was.
• Items stay in the trash for 30 days, then they're removed automatically.
• Administrators can Delete forever an item straight away, or Empty trash.

Everyone else sees only the items they deleted themselves. Items in the trash don't appear in folders, search, storage totals or share links — a share link to a trashed file stops working until it's restored.

Moving files and folders

Choose Move to… from the menu on a file or folder, then pick the destination. You can only move into folders where you have Write access, and a folder can't be moved into itself or one of its own subfolders.

Starred, Recent and Shared

• Starred — choose Star on anything you use often, and it appears here.
• Recent — files you've opened, and files changed in the last 30 days.
• Shared — items colleagues have shared with you, plus every share link you've created with its status (active, expired, revoked or used up), download count and expiry. From here you can copy a link, open its folder or revoke it.

For your IT team

• Old versions are stored alongside the file and go through the same access checks as the current copy.
• A nightly job removes trash older than 30 days and versions outside the retention policy. Permanent deletion is written to the audit log.

Where to go next

• Organise Folders and Control Access
• Share Files Securely