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

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’.

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Please note that the ‘Unpublished’ status is only available after a content item has been published.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