Making Content Revisions with Risk Reviews

This guide provides detailed instructions for uploading, managing, and tracking revisions of content in Marketing Compliance.

Key Benefits

Revisions allow you to maintain a history of your content creation process in an iterative way, so that it is organised, trackable, and accessible within the platform. You can compare revisions and see them side by side with the original version (or with previous revisions) uploaded to the platform, which helps you make sure that all content changes requested have indeed been made before you're ready to sign off on your content.

Understanding the Revision Process 

After your content has been reviewed and risks have been identified, you'll likely need to make revisions to address these issues. Marketing Compliance allows you to upload revised versions of your content while maintaining a complete history of changes and reviews.

Note: Revisions can be added within the General Markup Comments area of your content and/or within a pending approval/workflow request. Depending on your organisation's specific workflow and platform configuration, you may or may not be utilising the approval/workflow feature when reviewing your content for detected risks. Please check with your site administrator if you have any questions about your platform's setup.

Adding a New Revision

To add a new revision to content:

1. Make the necessary changes: This will be done outside of IntelligenceBank in the original format 
2. Navigate to the record your original file is uploaded to
3. Navigate to Markup Comments: Click on the General Markup Comment icon (to the right of the file name). Ensure you're viewing the content with the markup panel visible
4. Click the Add Revision button near the top of the markup panel
5. Upload the Revised File:
   • Click to browse for your file or drag and drop it where indicated
   • The file name does not need to match the original content, but using a similar name helps with organisation
6. Save the Revision: Click Save File to submit the revision
7. For Automatic Risk Review: The revision will be automatically checked against the same rules as the original content
8. For Manual Risk Review: If Manual is enabled on your Database, you may need to click on the Risk Review button located in the File List on the Record for the risk review to run
9. The new revision will then appear in the upload field on the record, and be ready for markups/comments as needed

Best Practices for Content Revisions

Before Uploading a Revision

1. Review all risks and make necessary changes to your content
2. Keep track of what you've modified to help reviewers understand your revisions
3. Ensure your revised document maintains the same general format and structure
4. Make sure your revision is in a supported format (PDF, DOC/DOCX, PPT/PPTX, JPG/JPEG, PNG, MP4/MOV for video, MP3/WAV for audio)
5. Verify that your file is under the size limit (50MB for documents, 20MB for images, and 2GB, up to 60 minutes for video/audio files)

During the Revision Process

1. Wait for each revision to complete its review before uploading another
2. Don't remove sections that weren't flagged unless necessary
3. Ensure the same Filter categories remain selected for consistent rule application

Viewing and Managing Revisions

Accessing Revision History

1. Open the content in the markup panel
2. Look for the revision dropdown menu near the top of the panel
3. Select any revision from the dropdown to view that specific revision

Understanding Revisions

• Please reference the Revisions in Markup Comments Guide
• Each revision is labeled sequentially (Revision 1, Revision 2, etc.)
• The most recent revision is displayed by default
• All risk reviews for each revision are preserved in the Review Comment Threads
• Select "Risk Review Threads" from the dropdown to see the complete history of reviews

Comparing Revisions

You can use the Compare Revisions feature to review a new Risk Review Revision with a previous Revision. 

1. Navigate to the Review Request / Markup Comments page
2. Open the Versions / Revisions Tab, located at the top of the Comments panel. 
3. Select 2 of the files in the list.
4. Click the Compare button at the bottom of the list
5. Select the relevant Compare option

Note: Comparing Revisions is NOT currently supported for Audio or Video content

Revision Workflow Strategies

For Simple Content

1. Address all issues in a single revision
2. Upload the revised content
3. Review new results and proceed to approval (if applicable) if no issues remain

For Complex Content

1. Address high-priority risks (legal/compliance) in the first revision
2. Upload this first revision and verify those issues are resolved
3. Address secondary risks (brand, spelling) in a second revision
4. Continue this process until all risks are addressed

After the Final Revision

Once your content has no remaining unaddressed risks, and if applicable with your organisation's workflow, you can utilise IntelligenceBank's approval/workflow process for official sign off of your content. Please review the Sending Content with Risk Reviews for Approval article to learn more about this process.

Troubleshooting Revision Issues

• Same Risks Still Appearing: Ensure you've properly addressed the specific issue and saved your changes
• New Risks Appearing: This is normal if your revisions introduced new content that triggers rules
• Unable to Add Revision: Verify with your Admin that the "Revisions" feature is enabled for your upload field and that you have appropriate permission to add revisions (you will need "Edit" permission on the record to be able to add revisions)

For specific questions about revision capabilities, contact your administrator or support team.