You now have another way to update existing documents. In addition to editing a document directly or creating a new version, you can now propose a revision to an existing completed version and route those changes through your configured workflow before they're applied.

This new capability within Document Versions helps preserve the integrity of finalized records while giving your team a structured way to submit corrections or updates through your existing approval workflow.

When Should I Use a Revision?

Revisions are ideal when you need to update an existing completed version but want those changes to be reviewed and approved before they become part of the record.

Unlike editing a document directly, revisions don't immediately change the completed document. Instead, they create a draft copy of the selected version that can be updated, submitted through workflow, and approved before the changes are merged into the original version.

Unlike creating a new version, revisions don't create a separate version with its own version-specific information. They allow you to keep working with the existing version while maintaining an approval process for any proposed changes.

A common example is Curriculum Management, where a course or program has already been approved for an upcoming catalog and is actively being referenced as the version that will be published. If a correction is needed before the catalog is released, users can submit a revision to that approved version, send it through workflow for approval, and have the approved changes merged into the existing version without creating a new version or updating the term range.

How to enable Revisions

If your form uses versioning, administrators can enable Revisions in Workflow Settings.

1. Go to Workflow Settings.
2. Make sure Allow resubmission of documents to workflow is enabled.
3. Select Allow revisions of completed documents.

Once enabled, users with permission to create new versions can also create revisions.

Creating a revision

To propose changes to a completed document:

• Open the completed document.
• If you're viewing the version you want to update, click Revise on the right side of the page.
  
• To revise a different version:
  • Open the Version dropdown.
  • Select the menu next to the version you want to revise.
  • Choose Propose revisions to this version.
    
  • Or alternatively you can open the document and click the Revise option in the right sidebar.
• Make your changes in the draft revision.
• Submit the revision to workflow for review and approval.

How Revisions Work

You can create a revision from any existing version of a document.

While a revision is in Draft or Workflow, it appears nested beneath the version it was created from in the Version dropdown. This makes it easy to see which version is being updated.

Once the revision is approved, its changes are merged into the selected version. At that point, it no longer appears as a separate revision in the Version dropdown.

Track Revision History

Revision creation and approval are recorded in the document history if History is enabled in Form Settings, providing a complete audit trail of proposed and approved changes.

If your organization uses Time Machine, you can also view what each version looked like at different points in time.