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Document Versions

Create a new version when a change must preserve the earlier document contents. A version has its own files, version number, and creation details while remaining part of the same document family.

Create a New Version

You need the document-writing feature and Write access to the existing document. New Version is shown for a published document that you can edit.

  1. Open the published document and select New Version.
  2. Review the copied title, description, content type, profile, permissions, and files.
  3. Keep files that still apply. Remove or replace copied files that should not appear in this revision, and add any new supporting files.
  4. Review Version Number. By default, the revision component increases, for example from 1.0.0 to 1.0.1. A version number already used in this document family cannot be reused.
  5. Select Save to publish the new version.
  6. Return to the folder and confirm the new version is listed. Open History and check the previous version's files.

Creating the version form does not publish it. Until the new version is saved, the previous published version remains the folder entry. If saving reports a duplicate version number, reopen the latest document and check whether someone else created a version while you were working.

Example: Revise the Contract

For Sample contract in Documentation → Contracts, the first published version has contract number EXAMPLE-001, effective date 2026-01-01, and the contract and schedule files. Create a new version when revising its content. Review the copied attachments, update the profile's effective date to 2026-02-01, and save.

Confirm that the folder opens the new published revision and History still opens the previous one with its earlier files and date. The contract number stays EXAMPLE-001; a document version number and a business contract number serve different purposes. See Register a Contract for initial setup.

Read an Earlier Version

  1. Open the document.
  2. Select History.
  3. Review the listed versions, including their version numbers, descriptions, creators, and creation dates.
  4. Select the title on the required row to open that specific version.

History lists published versions you are allowed to read, in descending version order. It is not a complete list of drafts, archived versions, deleted versions, or every edit made within a version. For administrative event records, ask an administrator to check the audit log.

Understand Visibility

State What it means for normal use
Draft Saved by automation without publication; not shown as a published folder entry.
Published Available in published lists, subject to access rules.
Archived Retained as an archived version; excluded from published folder lists and History.
Deleted Marked as deleted; excluded from published lists and removed from search.

Archive and publication operations may be performed by your organization's workflows or scripts. Their availability in an automation API does not mean there is a matching button on the document screen.