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,  date and time, author, status i.e. whether it’s a revision or published, and a link to ‘View’ that revision.

Revisions table with revision ID, date and author details, checkboxes to select revisions to compare or delete, status and view link

Comparing content in revisions

When you compare revisions you can see what’s changed from one revision to another. 

Should you want to revert back to old content, simply make an ‘Old revision’ the latest version. 

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

2 revisions of content  with differences highlighted in red

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’.

Content revisions with delete old revision button visibleIf 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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