Document Versions
What a version means
Documents can keep multiple revisions of the same logical document. Each revision receives a version number such as v1, v2, or v3. The highest current version is the revision used by the active workflow and shown as current in document-management views.
New versions may be created when a workflow task:
- replaces its main document with Upload New Version;
- saves PDF annotations as part of an action;
- saves an approved, rejected, or held PDF produced by the task.
View version information
Open the document from its workflow task. The PDF viewer can show:
- the opened version number;
- whether it is the current version;
- the latest version number available;
- the document's upload and status information.
The normal Documents explorer shows a version badge when a file has earlier revisions. Select Version history on that file to see every revision, including its version number, date, uploader, size, comment, and which revision is current. Select Download beside any row to download that exact revision.
Version history follows the document itself rather than its mutable filename. Renaming a file or producing a PDF from an Office source does not split the history, and unrelated files stored in the same folder do not appear as each other's versions.
Upload a new version
The Upload New Version button appears only when the workflow task permits replacement.
- Open the task's document in the PDF viewer.
- Select Upload New Version.
- Choose the replacement file.
- Optionally enter a comment explaining what changed.
- Confirm the upload.
- Wait while the new version loads in the viewer.
The previous document remains an earlier version. Uploading from New → Upload File in the Documents explorer is a normal file upload; it is not the documented replacement action.
Annotations and versions
When a task action saves PDF annotations, the annotated output is stored as a new version. If no document bytes changed, the task may complete without creating an unnecessary duplicate version.
Good practice
- Add a useful replacement comment, such as “Corrected totals” or “Signed final copy.”
- Confirm that you are working on the latest version before acting.
- Use Version history → Download when you need an exact previous revision; the card's main Download action always downloads the current revision.
- Do not describe the main Documents explorer as supporting Replace or Upload New Version; those controls belong to eligible workflow tasks.