Record Proofing Quick Reference Guide

Modified on Fri, 30 Jan at 10:15 AM

This quick reference provides at-a-glance information for common Record Proofing tasks. Use this guide for quick lookups during your work.

Key Locations

Revisions: Open the Record and click the Version History tab (revisions appear nested under versions). Alternatively, open the Approval Request and click the Revisions tab.

Version History: Open the Record and click the Version History tab.

Comments: Open the Record or Approval Request and locate the Comments panel.

Edit Record: Open the Approval Request, open the Record, and click the Edit button.

Quick Actions

Edit During Approval

Open the pending Approval Request.
Open the Record.
Click Edit.
Make your changes.
Click Save.
A revision is created automatically.

View Revisions

Open the Approval Request.
Click the Revisions tab.
All revisions appear in the list.

View Version History

Open the Record.
Click the Version History tab.
All versions appear in the list.

Add a Comment

Open the Comments panel.
Click Add Comment.
Enter your text.
Click Save.

Export a Brief

Open the Comments panel.
Click Download Annotated PDF for PDF files.
Alternatively, click Download PDF for the standard download with comments (if enabled).

Versions vs Revisions

Versions are created when you edit a Record outside of an approval workflow. They appear in the Record's Version History tab and are numbered sequentially (1, 2, 3...) without ever resetting.

Revisions are created when you edit a Record during an approval workflow. They appear in the Approval Request's Revisions tab and are numbered sequentially but reset for each new approval.

Common Questions

Where are my revisions?

Revisions can be found in two places. Check he Approval Request's Revisions tab for a workflow-specific view. the Record's Version History tab where revisions appear versions. Alternatively, they will also appear within a record in the Version History tab.

Where is version history?

Version History is found on the Record page under the Version History tab. Note that this is not available on the Approval Request page.

Can I edit during approval?

Yes, if the approval is pending and the workflow type is "publish."

Do revisions restart approval?

No. Revisions do not restart or reset the approval process.

Can approvers change their approval after a revision?

For single-stage workflows, yes, if they have not yet responded. For multi-stage workflows, previous stage approvals are locked.

Troubleshooting Quick Fixes

Cannot Edit During Approval

Check that the approval status is "pending."
Check that the workflow type is "publish."
Confirm you are a workflow participant.
Confirm you have edit permission.
Try refreshing the page.

Cannot See Revisions

Check the Record's Version History tab where revisions appear nested under versions.
Alternatively, check the Approval Request's Revisions tab.
Confirm you are a workflow participant.
Confirm that revisions exist (edits were made during approval).
Try refreshing the page.

Cannot See Version History

Confirm you are on the Record page, not the Approval Request.
Confirm versions exist (the record was edited after versions were enabled).
Confirm you have view permission.
Try refreshing the page.

Cannot Add Comments

Confirm the Comments panel is visible.
Confirm you have access to the record.
Confirm the Add Comment button appears.
Try refreshing the page.

Permission Quick Check

Edit during approval: Requires edit permission and workflow participant status.

Add comments: Requires view permission on the record.

View revisions: Requires workflow participant status.

View versions: Requires view permission on the record.

Export brief: Requires view permission on the record.

Expected Behavior

When You Edit During Approval

A revision is created automatically. The approval process continues without restarting. Existing approvals remain in place. All participants can see the revision.

When You View Revisions

All revisions appear in the Revisions tab. You can download revision PDFs. Revisions remain visible after approval completes.

When You View Versions

All versions appear in the Version History tab. You can compare any two versions. You can download version PDFs.

Need Help?

Contact Support and provide:

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.

Contact your account administrator for permission or feature availability questions.

Please note that terminology referenced above may appear differently in your platform as these are customizable terms.