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Manage Document Versions

Update document status, create new versions as your project progresses, and maintain a version history. Track changes over time and revert to previous versions if needed.

Audience

This guide is designed for project-manager.

Steps​

Step 1: Navigate to Generated Documents​

From Reports, click Generated Documents tab → Documents sub-tab. This shows all your project's generated documents with their current status, template used, and generation date.

Navigate to Generated Documents

Step 2: Select a document​

Click on a document in the list to open its detail panel. The panel shows the document content, current status, template used, and version history. You can preview, edit, or manage the document here.

Select a document

Step 3: Review document status​

Check the document's current status at the top of the detail panel. Status options are: Draft (incomplete), Pending Validation (awaiting review), Valid (approved), Current (in use), Superseded (replaced by newer version), Archived (inactive), or Invalid (has errors).

Review document status

tip

"Current" status indicates this is the active version.

Step 4: Update document status​

Click the status dropdown to change it. Typical workflow: Draft → Pending Validation → Valid → Current. You can move documents between statuses based on your document management process.

Update document status

tip

Only one document per template can have "Current" status.

Step 5: Edit document content​

Click Edit to modify the document's user-provided content. Update text, sections, or user inputs. Auto-populated fields from project data update automatically when you save changes.

Edit document content

tip

Editing creates a new version. The original is preserved in history.

Step 6: Create new version​

To explicitly create a new version while keeping document history, click Create New Version. This marks the current document as superseded and creates a new version with updated content or status.

Create new version

tip

All versions are retained for comparison and audit purposes.

Step 7: View version history​

Scroll to the Version History section to see all versions of this document. Each version shows: version number, status, date created, and creator. Click to view that version or revert to it.

View version history

tip

You can compare versions side-by-side if needed.

Step 8: Export or archive document​

When a document is finalized, click Export PDF to download it for external use. Or click Archive to hide it from active documents while retaining it in the system.

Export or archive document

Video Tutorial​

Last updated: 2025-12-08