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Guideline Versioning

When business rules change, don’t overwrite your current guideline — create a new version.

What Versioning Does

  • Links all related versions together.
  • Keeps history so you can track what changed.
  • Automatically archives older versions when new ones are published.

Example Lifecycle

  1. v1.0 – You create and publish the initial version.
  2. v2.0 – You create a new draft from v1.0 and make updates.
  3. v2.0 published – v1.0 automatically becomes archived.

Best Practices

  • Always document what changed (e.g., “Made REF02 mandatory”).

  • Use clear naming like “Target 850 PO v2.1”.

  • Keep archived versions for reference.

Overview

Creating a new version lets you update a Published guideline without losing the original. The new version starts as Draft, so you can make changes and test before publishing.

You’ll do this once:

  1. Locate the source Guideline → 2) Create New Version → 3) Make guideline requirement updates → 4) Rename & add Version Notes →5) Test → 6) Review history → 7) Publish → 8) (Optional) Set as Default.

Prerequisites (UI)

  • You can sign in to Orderful and access Guidelines for your EDI account.
  • You have permission to Create/Manage Guidelines in your workspace.
  • You know which Guideline you want to version (partner + doc type).
💡

Tip: If you’re unsure which one is live, look for the Status badge (e.g., Published, Draft, Archived) in the Guidelines list.

Step 1 — Open the Source Guideline

  1. Go to Guidelines in the left navigation.
  2. Filter by EDI Account, Document Type (e.g., 850, 856), or Status.
  3. Click the Guideline Name (e.g., Partner ABC 850 Requirements v1.0) to open it.

What to check on the detail page

  • Status: Published / Draft / Archived
  • Version Name: e.g., v1.0
  • Notes / Version Notes: context about what this version enforces

Step 2 — Create a New Version

  1. In the guideline header, click Guideline Actions ▾
  2. Choose Create New Draft Version.

Behind the scenes

  • A new guideline (new ID) is created.
  • parent links back to the original; group stays the same.
  • New version is Draft (editable); the original remains Published until you publish the new one.

Step 3 — Rename & Add Version Notes

  1. You’re automatically taken to the new Draft version.
  2. Click the Guideline Title to rename (e.g., Partner ABC 850 Requirements v2.0).

Step 4 — Make Your Requirement Changes (in the Editor)

  1. Use Search to find the loop/segment/element you need (e.g., REF02, PO104).

  2. Click the item and adjust its settings:

    • Use: Mandatory / Optional / Not Used / Conditional
    • Allowed Codes: Add, edit, or remove
    • Length / Format: Min/Max length, patterns
    • Conditional Logic: Add if/then rules (Condition Sets)

  3. Add a short Note to explain the business reason if applicable.

  4. Save Draft.

Tips

  • Make changes in small chunks and save frequently.
  • Use Conditional Use when a field is required only in certain cases.

Step 5 — Publish the New Version

  1. Click Guideline Actions ▾ and click Publish version (you will be prompted to change notes)

    • Include reason (e.g., “Updated per partner email 2025‑02‑01”).
    • Bullet the changes (added/removed/updated fields, new codes, etc.).
    • Reference tickets or emails (e.g., CS‑1423).

Example Version Notes

  • Made REF02 mandatory when REF01 = PO
  • Added BX to PO104 allowed units (Each/Case/Box)
  • Removed deprecated N9 segment

What happens

  • The Draft becomes Published (read‑only).
  • Any other Published version in the same group is auto‑archived.
  • You can now validate/route against this version.
⚠️

After publishing, the version is locked. To make more changes, create another new version.

Step 5 — Test Your new Version (Recommended)

  1. Go to Relationships tab.
  2. Filter the list of relationships by the partner and transaction type you want to test.
  3. Assign the new version that should pass to the relationship.
  4. Go to Transactions tab and click Create New
  5. Click Upload Transaction.
  6. When the Transaction is successfully uploaded, view the details to see if it passes validation.
    1. If a transaction fails to pass you can click rules editor to view the failure reasons.

What to test

  • Mandatory fields are enforced.
  • Optional fields are accepted when present.
  • Allowed codes validate correctly.
  • Conditional rules (if/else) behave as intended.
  • Lengths and formats are enforced.

Step 6 — Review Version History (Optional)

  1. Click on any published guideline that has versions.

  2. Confirm both versions appear in the same group:

    • Original (e.g., v1.0) — Published
    • New (e.g., v2.0) — Draft

  3. Check parent linkage and timestamps.


Common Issues & Quick Fixes

  • Can’t find the guideline → Filter the Guidelines list by EDI account, Status
  • Create New Version is disabled → You may need additional permissions; ask an admin.
  • Can’t edit → Ensure you’re on the Draft version, not a Published/Archived one.
  • Changes don’t show → Confirm you’ve assigned the new version to the relationship.

Naming & Notes Best Practices

  • Include version in the name: “Partner ABC 850 Requirements v2.0”

  • Version Notes should be concise and auditable:

    • Date + trigger (e.g., partner email, ticket)
    • Bulleted list of changes (added/removed/updated)
    • Any conditional logic for context

Example

Updated 2025‑02‑01 (REQ‑4821):

  • REF02 mandatory when REF01 = PO
  • Added BX to PO104 codes
  • Removed N9 segment

Updated about 7 hours ago