Help Page > Versioning

Versioning provides the ability to modify content and/or metadata of a content item while retaining a copy of the former item (i.e. the prior version).

Versioning requires a specific license.  Systems without this license will operate as they have previously – without the ability to create multiple versions of content items.

Version States

Content item(s) may exist in any of the following version states:


Content items typically have exactly one published version.  (A system which doesn’t employ versioning has only published versions.)

It is possible that no published version of an item exists.  In this case, the item is not visible at all to users without version permission to that item’s security class. Note that a published version is still subject to that item’s security class settings.

There cannot be more than one published version of any item. Furthermore, a item with no published version is a draft.


A draft is intended as a temporary state during which an item’s content and/or metadata may undergo changes.  A draft is not published and is therefore not accessible by user accounts without version permission to that item’s security class.


When a draft becomes published, the former published version becomes an archive.  At this point, the archive is no longer accessible except by users with version permission to that item’s security class.  There may be multiple archived versions.

Draft Archive

When a draft is superseded by a revised draft, its former state becomes a draft archive.  It is not functionally different than an archive.  The distinction only conveys the fact that the draft archive, unlike an archive, has never been published.

version states

Version Numbering

Version numbers consist of a major and minor part, each an integer, which are joined by a dot.

The minor part (to the right of the dot) represents a draft and is incremented whenever a new draft is created.

The major part (to the left of the dot) represents a published item and is incremented , (and the minor reset to zero), whenever an item is published.

Thus, the first published version of an item is given the version number, 1.0.  Subsequent published versions are 2.0, 3.0, etc.

Likewise, a draft, created from a published version maintains the major part of its forerunner and is given a minor of .1, as in 1.1, 1.2, 1.3, etc.


Current Version

The highest Published version number is known as the current version. If a published version does not exist, then the highest draft version number is known as the current.

Note that the current version is not necessarily the most recent.  When a published and draft version both exist, the published version is current even though the draft (and possibly a series of draft archives) are actually “newer” versions.

Version Comments

Any number of comments may be associated with each version.  Some operations (egs. check in, check out) prompt for a comment and fill in a default if none is specified.  Comments can also be created at any time through a menu command.


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