Record Approval Snapshots and Revisions

Revisions track all changes made to a Record during a specific approval process, while Approval Snapshots capture the exact state of a Record when an approval completes. These features provide a complete audit trail of the approval process and what was approved.

This article explains what Revisions and Approval Snapshots can do, who can use them, and how they work.

What are Revisions and Approval Snapshots

Revisions

Revisions are snapshots of changes made to a Record while it's being approved. Each time someone edits the Record during a pending approval, a new revision is created.

Use Cases:

• Track changes made during approval
• See how Record evolved during review
• Document approval process
• Maintain audit trail

Approval Snapshots

Approval Snapshots are automatically created when an approval workflow completes. They capture the exact state of the Record at the moment of approval.

Use Cases:

• Document exactly what was approved
• Maintain immutable records for compliance
• Provide permanent approval documentation
• Create audit trail of approved content

How They Work Together

1. Record submitted for approval
2. Changes made during approval → Revisions created
3. Approval completes → Approval Snapshot created
4. All preserved in history for compliance

Where to Find Revisions

Revisions can be viewed in two places:

Option 1: On the Record (Version History Tab)

Step 1: Navigate to Your Record

1. Go to your records list or database
2. Find the record you want to view
3. Click to open the record

Step 2: Open Version History Tab

1. On the record detail page, look for the "Version History" tab
2. Click the tab to open it
3. You'll see versions with revisions nested underneath
4. Revisions appear as "Version X - Revision Y"

Benefits: See complete history including both versions and revisions in one place.

Option 2: On the Approval Request (Revisions Tab)

Step 1: Navigate to Your Approval Request

1. Go to your approvals list or workflow requests
2. Find the approval request you want to view
3. Click to open the approval request

Step 2: Open Revisions Tab

1. On the approval request page, look for the "Revisions" tab
2. Click the tab to open it
3. You'll see a list of all revisions for that approval

Benefits: See only revisions for that specific approval workflow.

The tab may be labeled "Revisions" or "Version" depending on your workflow type.

What You'll See

Each revision in the list shows:

• Revision number (1, 2, 3...)
• Creator (who made the change)
• Creation time (when it was created)
• Download link (PDF snapshot of that revision)

You may also see the Approval snapshot (created when approval completed) and the Initial submission (the first revision when approval started).

Viewing a Specific Revision

Step 1: Select a Revision

1. From the Revisions list, find the revision you want
2. Click on the revision to view it

Step 2: Review the Revision

The record displays in the state it was at that revision. You can see all fields and content as they were, and you can download a PDF of that revision if needed.

Downloading Revision PDFs

Step 1: Find the Revision

1. From the Revisions tab, find the revision you want
2. Look for the download action or button

Step 2: Download

1. Click "Download PDF" or the download icon
2. The PDF downloads showing the complete record state at that revision
3. Save or open the PDF as needed

What's included in the PDF: Complete record content at that revision, all fields and pages available at that time, timestamp information, and creator information.

Understanding Revision Numbers

How Revision Numbering Works

Revisions are numbered sequentially within each approval: Revision 1, Revision 2, Revision 3... Numbers reset for each new approval and each approval process starts fresh at Revision 1.

Example

Approval #1 (for Version 2):

• Revision 1: First edit
• Revision 2: Second edit
• Revision 3: Third edit

Approval #2 (for Version 3):

• Revision 1: First edit (numbers reset!)
• Revision 2: Second edit

Why Numbers Reset

Each approval is its own process, so revision numbering starts fresh for each approval. This makes it clear which revision belongs to which approval.

Understanding Approval Snapshots

What is an Approval Snapshot?

An approval snapshot is automatically created when an approval completes. It shows the exact state of the record at the moment of approval.

How to View Approval Snapshot

1. Go to the completed Approval Request
2. Open the Revisions tab
3. Find the approval snapshot (usually marked or at the end)
4. Click to view or download

Troubleshooting

"I Can't See Revisions"

Check these:

1. Are you looking in the right place? Revisions can be found in TWO places: Record → Version History tab (nested under versions) and Approval Request → Revisions tab. Try both locations.
2. Are you a workflow participant? Check you're listed as a participant (requester, approver, collaborator, or admin). Only participants can see revisions. Contact the workflow creator to add you as a participant.
3. Do revisions exist? Check if edits were made during approval. If no edits were made, no revisions exist.
4. Is the approval completed? Revisions are visible even after approval completes. Check completed approvals too.
5. Is the Revisions tab visible? If the tab doesn't appear, the feature may not be enabled. Contact support or your account administrator.

"Revisions List is Empty"

No edits were made during approval (revisions only created when edits happen), you're not a workflow participant, or the feature is not enabled for your organization.

If you believe edits were made, check you're a participant. Contact support if you believe revisions should exist.

"I Can't Download Revision PDF"

Check these:

1. Is the download link available? Check the revision has a download action. Some revisions may not have PDFs available. Contact support if download should be available.
2. Do you have permission? Check you're a workflow participant. Without participant status, you cannot download. Contact workflow creator to add you as participant.
3. Is the link expired? Download links may expire after some time. Try refreshing the page and downloading again.

Best Practices

When to Use Revisions

• Reviewing approval process: See what changed during approval
• Understanding feedback: See how feedback was addressed
• Audit purposes: Track all changes made during approval
• Downloading snapshots: Save PDFs of important revisions

Tips

• Check revisions regularly: Review revisions to see how the record evolved during approval
• Download important revisions: Save PDFs of key revisions for records
• Understand numbering: Remember revision numbers reset for each approval
• Review approval snapshots: Check the final approved state

Related Articles

• Understanding Versions and Revisions – The difference between versions and revisions
• Understanding Record Version History – How to view and compare versions
• Editing Records During Approval Workflows – How to make changes during pending approval

Need Help?

If features aren't working as expected:

1. Check the Troubleshooting Guide
2. Verify your permissions (see "Who Can Use What" above)
3. Contact your administrator
4. Or contact support with:
   • Your account email address
   • URL of the affected record or approval request
   • What you were trying to do and what happened instead
   • The exact text of any error messages (screenshots and screen recordings are helpful)

Or contact your account administrator for assistance with permissions or feature availability.

Please note that the terminology referenced above may appear differently in your platform as these are customizable terms. You can view alternative options here.