Verified on release 3.4.5.21 "Trade Management for Kazakhstan" (edition 3.4).
The counterparty sent you a completed works act. You attached the scan to the receipt document, then opened it, corrected something in the comments, and saved. A day later the accountant asks for "that very first file, before the edits" — but you already have the modified version at hand. It seems the original is lost. It isn't. Every time an attached file is saved, 1C stores it in the "File Versions" catalog, and returning to any previous edition takes two clicks. This guide explains where these versions are stored, how to read them, and how to roll back.
1. Purpose
"File Versions" is a service catalog of the "Working with Files" subsystem. It stores all editions of attached files: every time you edit and save a file attached to a document or catalog item, a new version record is created. The file itself (binary data), its size, the editor, the date, and the comment — all of this is a single catalog row. You almost never open it directly: you work through the file card and version history. But knowing it exists is important — it's exactly what saves you when "the file got overwritten".
2. Where to find it
The catalog is a service one; it is not listed in the sections' command interface. You reach versions in two ways.
Through the file card (main way):
- Open any document or catalog item (for example, "Receipt of Goods and Services").
- Click the "Attached Files" button (paperclip icon) on the form's navigation panel.
- Double-click the needed file — its card will open.
- Command "More" → "Versions" (or the "Version History" tab/button). Here is the full list of this file's versions.
Directly into the list (for administrator/analysis): Menu "Tools and Settings" → "Functions for the Technical Specialist" (mode must be enabled), then open the catalog list. Faster — via the navigation link.
1C navigation link (Main menu → "Tools" → "Go to navigation link", paste the string and click "Go"):
e1cib/list/Справочник.ВерсииФайлов
This takes you to the general list of all versions of all files in the database. This is a technical window — it's more convenient to work with versions from the card of a specific file.
2a. How to check your release
Main menu (triangle icon in the top-left corner) → "Help" → "About the Program". In the window that opens: "Platform version" (1C:Enterprise 8.3.x) and the line "Configuration: Trade Management for Kazakhstan, edition 3.4 (3.4.5.21)". If your release is older or newer — the button layout in the file card may differ slightly, but the version logic is the same.
3. How to fill it in
An important point: you do not manually create a new version or fill in fields. The catalog is maintained automatically when working with files. 1C fills in all fields itself at the moment the file is saved. You need to know them to correctly read the history. Here's what you see in a version row.
| Field | What it means and why to check it |
|---|---|
| Owner (file) | Which attached file the version belongs to. If you opened a version of the wrong file — compare this field with the name of the document you need. |
| Version number | Sequential number (1, 2, 3…). The higher it is — the more recent the edit. Use it to determine which edition to roll back to. |
| Author | The user who saved this version. Answers the question "who changed the file". |
| Creation date | The moment the version was saved. The main reference for "when it was edited". |
| Comment | Explanation for the version ("corrected the amount", "signed scan"). Filled in manually when saving — get in the habit of writing a couple of words here, it will save hours later. |
| File size | In bytes/KB. A file that has suddenly "shrunk" is a signal that an empty file or the wrong document was saved. |
| Extension | pdf, xlsx, docx… If a version's extension differs from the others — the file was replaced with a different type. |
| File storage | The binary data itself (or a link to the volume storage location, if storage in disk volumes is enabled). Not directly editable. |
| Text extraction status | Whether text has been extracted for full-text search. A technical field, used for full-text search over file contents. |
| Deletion mark | Whether the version is marked for deletion. Marked versions are physically removed during "Deletion of Marked Objects". |
What happens if a field is "wrong": for example, if the comment is empty, you won't lose the file — but with a dozen versions you won't understand which one is current and will have to open each one. So the only field really under your control is the comment. Fill it in with every meaningful save.
4. Worked example
Situation. On 09/23/2026 you received an invoice in PDF from "Astana-Snab" LLP and attached it to the "Receipt of Goods and Services" document No. 000000123. Cost of goods — 500,000 ₸, VAT 16% (RK rate 2026) — 80,000 ₸, total 580,000 ₸. The entries for the receipt itself are generated by the document, not the file:
| Dr | Cr | Amount, ₸ | Description |
|---|---|---|---|
| 1330 | 3310 | 500,000 | Goods received |
| 1420 | 3310 | 80,000 | VAT recoverable (16%) |
Now about the versions — the reason we're here.
- Version 1 is created automatically upon the first attachment of the file. Author — Sidorova, date 09/23/2026 09:14, size 214 KB, extension pdf, comment empty.
- An hour later the accountant opened the file in an editor, added by hand "pay by 09/30", and saved it back to 1C. Version 2 appeared: author Ivanov, 09/23/2026 10:40, size 231 KB, comment "payment note".
- The next day, a scan of a different invoice was mistakenly saved to the same file. Version 3: 09/24/2026 08:05, size 198 KB.
The auditor requests the original supplier invoice — without other people's notes. You open the file card → "Version History" → select Version 1 → command "Make Active" (or "Go to Version"). 1C makes a copy of version 1 as the new current version (Version 4), while versions 2 and 3 remain in the history — nothing is lost. The receipt file now shows the original invoice again. These actions don't generate any accounting entries: only the attached file changes, not the accounting data.
Conclusion of the example: even a file completely "spoiled" by edits can be restored from history, while the receipt amounts (580,000 ₸ with 16% VAT) are not affected at all.
5. Types of operation
This catalog doesn't have a separate "Operation Type" field like documents do — it's a catalog, not a document. But by the actions that generate records, versions can be:
- Initial version — created when a file is first attached to an object.
- Version after editing — when a modified file is saved back into the database.
- Version after checking out/checking in — if "Check Out for Editing" mode is enabled, a version is recorded when the file is checked in.
- Active (current) version — the one shown when the file is opened; the rest are historical.
- Version marked for deletion — excluded from history when marked objects are deleted.
6. What is generated during operation
It's important to set expectations here: this catalog does not generate any accounting entries, ESF, SNT, or movements in tax accounting registers. It is not involved in posting documents. Electronic documents (ESF in the ESF IS, SNT) are generated by sales/receipt documents, while "File Versions" only stores their printed/scanned images, if you've attached them there.
When a version is created, the following happens:
- a new row is written to the "File Versions" catalog with the file's binary data (in the database or on a disk volume, if volume storage is configured);
- the "Current Version" reference in the owner file's card is updated;
- if full-text search is enabled — text is extracted from the file for content search;
- an entry is written to the event log (who, when, which file was changed) — this is your trail for resolving disputed situations.
7. Printed forms
The catalog has no printed forms of its own (like an invoice or waybill) — it's a service object. Available actions:
- "Save as…" — export a specific version of the file to disk (essentially, "print" a past edition in its original format).
- "Open" / "View" — open the version in an external application based on its extension.
- "Compare Versions" — for text formats (doc/docx/txt), compare two versions against each other (requires an installed office application — the only item dependent on the environment).
8. Common errors
"File is checked out for editing by user …" Someone (possibly you in another session) checked out the file for editing and didn't check it back in. A new version won't be saved. Solution: ask that user to close/check in the file, or the administrator removes the lock using the "Check In" ("Finish Editing") command in the file card.
"File version not found" / file won't open Usually occurs when files are stored in disk volumes — the volume is unavailable (network path is down) or the file on disk was deleted bypassing 1C. Check the volume settings: "Master Data and Administration" → "File Operations Settings", network folder availability.
"File size exceeds the allowed limit" The maximum attached file size limit was triggered. Increase the limit in "File Operations Settings" or reduce the file size (compress the PDF/image).
Old versions disappeared after "Deleting Marked Objects" The versions were marked for deletion (manually or when the owner file was deleted) and physically removed. Recovery is only possible from a database backup. Moral: don't mark versions for deletion without necessity.
The wrong version became active "Make Active" was accidentally clicked on an old edition. Don't panic: go into the history, select the one you need (the most recent by date), and make it active again — the previous ones haven't gone anywhere.
9. FAQ
Q: Do I even need to go into "File Versions" manually? A: In normal operation — no. You work through the "Attached Files" button and "Version History" in the file card. The direct list is needed by the administrator for analysis and maintenance.
Q: I corrected and saved the file. Is the old version definitely preserved? A: Yes, if version storage is enabled in the database (enabled by default). The previous edition became a historical version, and your new one became current. You can roll back at any time.
Q: How do I restore a previous edition of a file? A: File card → "Version History" → select the needed version → "Make Active" (or "Go to Version"). A copy of it becomes current, the others remain in the history.
Q: Do file versions affect amounts, VAT, or entries in the document? A: Not at all. Attached files and their versions are attachments. Amounts, 16% VAT, entries, and ESF are generated by the document itself, not by the file.
Q: Who can see that I changed the file? A: The author and date of each version are visible in the history, and the fact of the change is written to the event log. This is a normal audit trail.
Q: Can version storage be disabled to avoid bloating the database? A: Yes, the file operations settings define whether to store versions and how many. But then you lose the ability to roll back — weigh this carefully. An alternative to bloating is storing files in disk volumes rather than inside the database.
Q: Why is the file located on disk instead of in the database? A: Volume storage mode is enabled. This offloads the database. For you, working with versions doesn't change — it's only important that the volume's network folder is accessible.
Q: I deleted a file — were the versions deleted too? A: When the owner file is deleted, its versions are marked for deletion along with it and are physically removed during "Deletion of Marked Objects". Before this operation, the mark can still be removed.
Q: Can I compare two versions to see exactly what was changed? A: For text and office formats — yes, using the "Compare Versions" command (requires an installed office application). For PDFs and images, comparison is only visual — you open both.
Q: How do I attach a file to a document so it starts having versions? A: Open the document → "Attached Files" → "Add" (from disk or scanner). The first version is created automatically, and each subsequent edit adds a new one.
10. Related objects
- "Files" catalog (attached files) — the owner of the versions. Each version references a specific file, and the file references a document or catalog item (receipt, sale, contract, counterparty).
- Owner documents — "Receipt of Goods and Services", "Sale of Goods and Services", "Invoice for Payment", contracts, items of the "Counterparties" catalog, etc. It is to these that you attach files, and versions appear as a consequence.
- Electronic documents (ESF/SNT) — you can save their printed images as attached files; then they too will have versions. But the ESF and SNT themselves live in their own ESF IS objects, not here.
- File Operations Settings ("Master Data and Administration") — configures version storage, disk volumes, size limits. Controls the behavior of this catalog.
How to check your release. Main menu → "Help" → "About the Program". The "Configuration" line will show the edition and release number, "Version" — the 1C:Enterprise platform.
This guide was prepared for "Trade Management for Kazakhstan", edition 3.4, release 3.4.5.21. On other releases, the button layout in the file card may differ slightly.