File versions

What is this?

For every file in the choir's file storage, Theatilo automatically keeps a version history of the last 7 days. When a file is replaced by a new version, Theatilo saves the old version before it is overwritten. So you can always go back if someone accidentally overwrote your change.

Typical use: you updated the rehearsal plan, someone else uploads the same file again with an older state — with versions you can restore your state.

How to use versions

1. Click Files in the sidebar. If a choir is selected at the top, its storage opens; with “All choirs”, Theatilo asks which choir you mean.
2. Open the ··· menu on the file (in grid view also by right-click) → Versions. A side panel opens on the right.
3. You see the current version and all versions of the last 7 days, and below them the Details with size, Created and Modified.
4. For each version you can:
   • Download — open the state at that time without changing the current version
   • Restore — this version becomes the new current version, the previous current one moves into the history

Upload a new version

You can replace an existing file with a new version directly in the web app, without going through the desktop app:

1. Open the ··· menu on the file → Upload new version. The same button is at the bottom of the Versions side panel.
2. Choose the file on your computer. It is uploaded, and the previous state moves into the version history automatically.
3. The file keeps its name and location. You don't need to create a new upload.

Requirement: the permission Edit files for the folder.

When a new version is created

A new version is created only for real content changes — that is when someone replaces the file with a new version. The following actions create no new version:

• renaming the file
• moving the file to another folder
• uploading an identical file (same checksum)

Permission

• View + download versions: View files
• Restore a version: Edit files

Tips

• Versions don't replace a backup — they protect against accidental overwrites, not against accidental deletion over several days. Also keep important documents somewhere else.
• Check date and editor before editing — in list view, size, version and the last change with name are right in the row; all details under Versions.
• Retention is fixed at 7 days — nothing is kept longer, otherwise storage would grow unnecessarily.