Work with versions
When a specification is revised, you don't want a second document called "spec_v2_final". You want the same document with a new version — and the old one still there.
Document versioning depends on your plan. If you don't see a version history, it isn't enabled for your organization — see Features gated by plan.
Required role: Manager or Collaborator to upload a new version. Anyone who can view the document can see and download its history.
Upload a new version
- Open the document.
- Choose to replace the file and select the new one.
- Add a comment describing what changed — optional but strongly recommended ("Revision C — updated slab thickness").
- Save.
Result: the new file becomes the current version, the version number goes up by one, and the previous file is kept in the history with who uploaded it and when.
The version comment is what a colleague reads six months later to understand why a revision exists. Write it for them.
Browse the version history
- Open the document.
- Open its versions.
Each entry shows the version number, file name and size, the comment, who uploaded it, and when. The current version is marked.
Download an old version
- Open the version history.
- Choose Download on the version you want.
Result: you get that exact file, unchanged. The document's current version is not affected.
Restore an old version
Restoring makes a previous version current again — useful when a revision turns out to be wrong.
- Open the version history.
- Choose Restore on the version you want to bring back.
- Confirm.
Result: that file becomes the document's current version. Nothing is lost — the version you replaced stays in the history, so you can go back again.
Versions and approval
Versioning and approval are independent. Uploading a new version of an already-approved document doesn't reset its status automatically — if the revision needs fresh sign-off, reopen the document and submit it for review again.