Revisions
What are Revisions?
Revisions are multiple versions of the same content type. Whenever a content type is set to draft or published, it creates a revision. When that content type is edited and saved, a latest version is created as well as a revision.
This means you can compare old and new content as well track changes with a date, time and user stamp. If you want to bulk delete revisions, you can.
Note: A new revision is only created when a content type is set to draft or published in the workflow.
Relevant roles:
- Publisher
- Editor
- Author
Accessing Revisions
1. Go to your content type
2. Select ‘Edit’, ‘Revisions’
Here you’ll see a table with all of the revisions and details for your content type.
These details include Revision ID, Last updated by, Status, Workflow and Operation
Comparing content in revisions
When you compare revisions you can see what’s changed from one revision to another.
Comparing also lets you quickly identify the differences in content, as changes are highlighted in red.
1. Go to Revisions
2. Select two revisions you want to compare by ticking the appropriate checkbox
3. Notice a ‘Compare’ button appear beneath the table containing revisions
4. Select ‘Compare’
5. The ‘Compare revisions’ screen will appear for you to review
Bulk delete revisions
The amount of revisions you can have is unrestricted. However, for clarity you may want to restrict the amount you accumulate.
To bulk delete revisions:
1. Select 2 or more and a red box will appear that reads ‘Delete old revisions’.
If you only select 2 revisions you’ll also see the option to ‘Compare’.
2. Select ‘Delete old versions’,
3. When asked if ‘…you are sure you want to delete the following revisions?’
4. Select ‘Confirm’
5. Alternatively, select ‘Cancel’ if you have changed your mind
Revision is not published
If you are editing a revision of content that is not currently published, then no new revision will be created no matter what status or field you change. This includes changing any field on that content type.
Please note that the ‘Unpublished’ status is only available after a content item has been published.
Current state | New state | New revision? | Notes |
Draft | Draft | No |
|
Draft | Needs review | No |
|
Draft | Reviewed | No |
|
Draft | Published | No | This will just publish the current revision that you are editing |
Needs review | Draft | No |
|
Needs review | Needs review | No |
|
Needs review | Reviewed | No |
|
Needs review | Published | No | This will just publish the current revision that you are editing |
Reviewed | Draft | No |
|
Reviewed | Needs review | No |
|
Reviewed | Reviewed | No |
|
Reviewed | Published | No | This will just publish the current revision that you are editing |
Unpublished | Draft | Yes | This will create a new unpublished revision in ‘Draft’ |
Unpublished | Needs review | Yes | This will create a new unpublished revision in ‘Needs review’ |
Unpublished | Reviewed | Yes | This will create a new unpublished revision in ‘Reviewed’ |
Unpublished | Published | Yes | This will create a new published revision in ‘Published’ |
Revision is published
If you are editing a revision of content that is currently published, then a new revision will be created. This includes changing any field on that content type.
Current state | New state | New revision? | Notes |
Published | Draft | Yes | This will create a new, unpublished revision. From here you should refer to the table above. |
Published | Needs Review | Yes | This will create a new, unpublished revision. From here you should refer to the table above. |
Published | Reviewed | Yes | This will create a new, unpublished revision. From here you should refer to the table above. |
Published | Published | Yes | This will create a new revision that is published. A new revision should always be created, no matter what fields you change or even if you don’t change anything. |
Published | Unpublished | No | This will simply unpublish the current revision. No new revision is created |
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