References and Additional Locations

How do references work with versioning?

This page describes how file references and additional locations work with versioned assets.

For general information about file references and additional locations, see Asset Library.

File to File References

The following table summarizes file to file references when the user does not have view rights on the referenced file.

Note: Show All File Versions a site-wide configuration. Please check with your administrator for more information. Differences are shown in red.

	Show All File Versions = False	Show All File Versions = True
The latest version of File A references the latest version of File B	On File A, the reference link is not clickable. You will inherit view rights to File B even if you have no rights to view it. Therefore, you are able to see the referenced file in folder view as if you had view rights. On the referenced file, the link to File A is clickable in the ‘Referenced By’ section of asset details.	On File A, the reference link is not clickable. You will inherit view rights to File B even if you have no rights to view it. Therefore, you are able to see the referenced file in folder view as if you had view rights. On the referenced file, the link to File A is clickable in the ‘Referenced By’ section of asset details.
The latest version of File A references a previous version of File B	On File A, the reference link is not clickable. You are NOT able to see the referenced file in folder view.	On File A, the reference link is not clickable. You are able to see the referenced file in the folder library as if you had view rights, and it indicates “There are newer versions of this asset”. On the referenced file, the link to File A is clickable in the ‘Referenced By’ section of asset details
A previous version of File A references the latest version of File B	You only see the latest version of File A in folder view. You have to go to the previous version (under Show Versions) and use the info button to view the referenced file, which is not clickable. You are NOT able to see the referenced file in folder view.	You will see all versions of File A in folder view. You have to click on to the previous version of File A in folder view to view the referenced file, which is not clickable. You are NOT able to see the referenced file in folder view.
A previous version of File A references a previous version of File B	You only see the latest version of File A in folder view. You have to go to the previous version (under Show Versions) and use the info button to view the referenced file, which is not clickable. You are NOT able to see the referenced file in folder view.	You will see all versions of File A in folder view. You have to click on the previous version of File A in folder view to view the referenced file, which is not clickable. You are NOT able to see the referenced file in folder view.

File to Folder (Additional Locations)

The following table summarizes additional location (file to folder references).

Note: Show All File Versions a site-wide configuration. Please check with your administrator for more information. Differences are shown in red.

	Show All File Versions = False	Show All File Versions = True
The latest version of a file has an additional location	The additional location on the latest version is clickable. If you have view rights to the additional location, you will have view rights to the file.	The additional location on the latest version is clickable. If you have view rights to the additional location, you will have view rights to the file.
A previous version of an asset has an additional location	The additional location on the latest version is clickable. If you have view rights to the additional location, you will have view rights to the file. The previous version will not be searchable, as only show the latest version is shown.	The additional location on the latest version is clickable. If you have view rights to the additional location, you will have view rights to the file. All versions will be searchable.
There are additional locations on multiple versions of a file (for example, on two versions of a file)	Both versions show up in folder view in the additional location folder.	Both versions show up in folder view in the additional location folder.

For more information on library-related topics, visit these links…

To set an expiry date on an asset in the library, see Asset Expiry more information.

For general information about the asset library, see Asset Library.

For more information about asset versions, see Asset Versions.

For advanced search options in the asset library, see Library Search for more information.

To learn about how to save and share groups of files, see File Collections