Saving, Versions & Document Reuse

Local Saving vs. Central Cloud Archiving

WhatsDocs enforces an Explicit-Sync Cloud Policy so you have full control over when revisions are published to colleagues:

The 4 Governed Paths in the "Save As Options" Dialog

When you press F12 or click File > Save As, WhatsDocs presents a clean, modern dialog with four clear operational paths:

1. Option 1: Update to WhatsDocs (or Add to WhatsDocs)

   Uploads your local edits to the existing central record, creating the next sequential cloud version. If the file was unarchived, it opens the profiling form. Use this when updating your active deliverable.

2. Option 2: Save as New Document (Save as Copy)

   Duplicates the active file's content into a brand-new, independent archive record with a fresh UDIN. Opens a new working copy in Documents\WhatsDocs\ and leaves the original file completely untouched. Perfect for rolling over engagements or cloning contracts.

3. Option 3: Save as Template

   Saves the document layout and variable placeholders as an approved reusable blueprint template for your firm. Your active working file remains unchanged.

4. Option 4: Save as PDF

   Opens a native Windows folder browser allowing you to export a client-ready read-only PDF anywhere on your computer without altering the document's UDIN or archive tracking.

Update to WhatsDocs (Publish Milestone & Keep Open)

Click Update to WhatsDocs in the Save & Reuse group whenever you reach a major editing milestone or finish your working session:

Step-by-Step Procedure

1. Draft and edit locally

   Type, format, and edit freely. Press Ctrl+S regularly to save changes to your Local Workspace.

2. Click Update to WhatsDocs

   Located in the Save & Reuse group on the ribbon.

3. Cloud sync & continue working

   WhatsDocs transmits the file binary to the central cloud repository, increments the version number, marks the document Synchronized (green badge), and keeps your document open so you can smoothly continue your work.

Save a Document as a Reusable Template

When you create a high-quality deliverable (such as a structured financial model, legal agreement, or audit memo), make it available firm-wide as an approved starting template:

Steps

1. Click Save As ▼ > Save as Template

   In the Save & Reuse group on the ribbon.

2. Enter Template Details

   Specify the Template Name, select the Document Category, and add optional drafting Guidelines/instructions.

3. Publish Blueprint

   WhatsDocs uploads the layout to your firm's template library. Your active open document remains an ordinary deliverable and is completely unaffected.

Handling Collaborative Sync Conflicts

If a colleague uploads a new version of the central document to the server while you have been editing your local copy offline, WhatsDocs detects the timestamp mismatch before you upload:

• Cancel (Recommended): Preserves your local changes without overwriting the server version. You can use Save as New Document to branch your work or compare changes.
• Force Overwrite: Bypasses the version comparison and uploads your local file as the latest server version (only permitted if the document is not lifecycle-completed).

Role-Based & Offline Save Safeguards

WhatsDocs includes built-in safeguards to ensure you are never blocked from saving your work:

• Projects Manager Role Bypass: Users holding the Projects Manager role skip Save and Save As interception entirely, preserving native Office dialogs for administrative or unmanaged filing. This role check is cached for up to 8 hours.
• Offline Fail-Safe: If your network drops or the WhatsDocs server is unreachable, WhatsDocs automatically enters fail-safe mode, allowing native Office saves to disk so you never lose typing.

Local Storage Folder & SQLite Retention Policy

WhatsDocs pairs fast native desktop editing with intelligent storage management so your computer's drive remains uncluttered:

For a deep-dive architecture breakdown and visual diagrams, see the Before You Start Guide.