Record Proofing FAQs

This article answers the most common questions about Record Proofing & Audibility features. If you do not find your answer here, check the detailed feature articles or contact support.

General Questions

What are Record Proofing & Audibility features?

Record Proofing & Audibility is a suite of five integrated features that enable collaboration and maintain complete audit trails. The features include Comments on Records for adding feedback directly, Edit During Approval for making changes during pending approvals, Approval Snapshots for automatic PDF snapshots when approvals complete, Version History for tracking Record changes, and Download with Comments for exporting Records with all comments included. These features work together to provide a complete collaboration and compliance solution.

Do I need special permissions to use these features?

Permission requirements depend on which feature you want to use. Viewing comments requires Record view permission. Adding comments requires Record view permission plus the "Enable Comment on Record" setting. Editing during approval requires workflow participant status, publish permission, and a "publish" workflow type. Viewing revisions requires workflow participant status. Viewing version history requires Record view permission plus the Version module enabled. Downloading with comments requires Record view permission. If features are not appearing, contact your account administrator or support.

Will these features affect my existing Records?

No. These features work with existing Records but do not change them. Existing Records remain unchanged. You can add comments to existing Records. Versions are only created going forward, not retroactively. Approval snapshots are only created for new approvals. If you want version history for existing Records, make an edit after versions are enabled.

Do these features work with all Record types?

Most features work with all Record types. Comments work with all Record types. Revisions work with Records in approval workflows. Versions work with all Record types. PDF Snapshots work with most Record types. Some features may have specific requirements. See individual feature articles for details.

Versions vs Revisions

What is the difference between Versions and Revisions?

Versions represent the official published history of your Record over its entire lifetime, similar to book editions such as 1st Edition, 2nd Edition, and 3rd Edition. Revisions represent draft changes made during a single approval process, similar to editing a manuscript before it gets published. Versions track your Record's evolution over its entire lifetime and are numbered sequentially forever (1, 2, 3...). Revisions track changes made during one specific approval process and reset for each new approval. See Understanding Versions and Revisions for a detailed explanation.

Where do I find Versions vs Revisions?

Versions are found on the Record's Version History tab. This shows all versions over the Record's lifetime and is visible to anyone with Record view permission.

Revisions are found in two places. First, on the Record's Version History tab where revisions appear nested under parent versions. Second, on the Approval Request's Revisions tab which provides a workflow-specific view. Revisions are visible only to workflow participants.

When are Versions created vs Revisions?

Versions are created when you edit a Record outside of an approval workflow, the Record is saved successfully, and file changes occur for file-based Records.

Revisions are created when you edit a Record during a pending approval workflow, the workflow type is "publish," the workflow status is "pending," and you have permission to edit.

Comments Questions

Can I delete comments?

Yes, with restrictions. Comment creators can delete their own comments. Administrators can delete any comments. Other users cannot delete comments they did not create. Deleted comments are removed from view but may remain in system logs for audit purposes.

Can I edit my comments?

Yes, you can edit your own comments. Find your comment in the Comments panel, click Edit (which appears on your own comments), make your changes, and click Save. The comment shows an "edited" indicator with timestamp. You can only edit your own comments. Administrators can edit any comments.

Can I attach files to comments?

Currently, comments support text with formatting, PDF annotations for PDF files only, and @Mentions. File attachments are not currently supported but may be added in future releases.

Are comments searchable?

Yes, comments are indexed and searchable through the platform's search functionality. Use the platform's main search, enter keywords from the comment text, and results will show Records with matching comments.

Do I get notified when someone comments?

Notification depends on your settings. You receive notifications when someone @mentions you. You may receive notifications for general comments depending on your settings. You may receive notifications for workflow comments if you are a workflow participant. Check your notification settings in your user preferences.

Revisions Questions

How many revisions can I create during approval?

There is no limit on the number of revisions. Each edit creates a new revision. However, too many revisions may slow down the approval process. Consider consolidating changes when possible, as each revision is stored and takes up space. Best practice is to make meaningful edits rather than many small changes.

Can I delete revisions?

No, revisions are permanent and cannot be deleted. This ensures complete audit trail, compliance requirements, and historical accuracy. Revisions can be archived by administrators if needed, but not deleted.

Do revisions restart the approval process?

No, revisions do NOT restart the approval process. The approval status remains "pending." Existing approvals remain in place, meaning approvers who already approved keep their approvals. The current stage continues for multi-stage workflows. The approval process continues from where it was. This is a key benefit because you can fix issues without starting over.

Can approvers see all revisions?

Yes, approvers can see all revisions in the Revisions tab of the Approval Request and in the Version History tab on the Record where revisions appear nested under versions. They can view each revision, see who made changes and when, and download revision PDFs. Approvers may receive notifications when new revisions are created depending on settings.

What happens if I edit a Record multiple times during approval?

Each edit creates a new revision. Revision 1 is created from the first edit, Revision 2 from the second edit, Revision 3 from the third edit, and so on. All revisions are visible to approvers, showing the progression of changes.

Can I revert to a previous revision?

You can view and download previous revisions, but there is no automatic revert feature. To revert manually, view the previous revision, download the PDF if needed, and manually recreate the content from that revision. This design maintains the audit trail.

Why can previous stage approvers not change their approval after I create a revision?

In multi-stage workflows, each stage locks when it completes. This means Stage 1 approvers cannot change their approval after Stage 1 completes, even if a revision is created. This is expected behavior because stage locking maintains the integrity of staged approval processes.

Version History Questions

How far back does Version History go?

Version History shows all versions from when the feature was enabled. Versions are created going forward, not retroactively. All versions created after enabling the feature are shown. There is no limit on how many versions are stored. If you want version history for existing Records, make an edit after versions are enabled.

Can I compare any two versions?

Yes, you can compare any two versions. Go to the Record's Version History tab, select two versions using checkboxes, click Compare, and view the side-by-side comparison. You need at least 2 versions to compare.

Can I download a specific version?

Yes, you can download any version or revision. Go to the Record's Version History tab, find the version you want, and click Download PDF. The PDF downloads showing the Record state at that version. Downloads are available for all versions and revisions.

Download Questions

Can I download a Record with all comments included?

Yes, there are two ways.

Option 1: Annotated PDF is available for PDF source files. Comments appear as PDF annotations. Use the Download Annotated PDF button. This only works with PDF source files.

Option 2: PDF with Comments is available for all file types. Comments are embedded in PDF content. Use the standard Download PDF button. This must be enabled by an administrator.

See Downloading Records with Comments for detailed instructions.

Why can I not download an annotated PDF?

Annotated PDFs only work with PDF source files. This works with PDF files but does not work with images, Word docs, or other file types. For non-PDF files, use the PDF with Comments option if enabled, or use the standard PDF download.

How long do download links last?

Download links typically expire after about 1 hour. Links are secure and time-limited. If a link expires, generate a new one. This is a security feature. If a link expires, refresh the page and download again.

Editing During Approval Questions

When can I edit during approval?

You can edit during approval when the approval is in "pending" status, the workflow type is "publish," you are a workflow participant (requester, approver, collaborator, or admin), and you have publish permission on the folder. If the approval is completed, archived, or declined, you cannot edit.

What happens when I edit during approval?

When you edit during approval, you make your changes and save. A revision is automatically created. The revision number increments (Revision 1, 2, 3...). All workflow participants can see the new revision immediately. The approval process continues and does NOT restart. Existing approvals remain, meaning approvers do not need to re-approve. This is a key benefit because you can fix issues without restarting the approval.

Can multiple people edit at the same time?

No, only one person can edit at a time. The system prevents concurrent edits. If someone else is editing, you will see a message. Wait for them to finish, then try again. This prevents conflicts and ensures data integrity.

Troubleshooting

I cannot see the Edit button during approval. Why?

Check these items in order. First, is the approval pending? Only pending approvals can be edited. Second, is the workflow type "publish"? Download or feedback types do not support editing. Third, are you a workflow participant? Check you are listed as a participant. Fourth, do you have publish permission? Check you have permission on the folder. Fifth, is someone else editing? Wait for them to finish. Sixth, try refreshing the page. If still not working, contact support with your user ID, Record ID, and Approval Request ID.

I cannot see revisions. Where are they?

Revisions can be found in two places. First, check the Record's Version History tab where revisions appear nested under their parent versions. Second, check the Approval Request's Revisions tab for the workflow-specific view. Confirm you are a workflow participant because only participants can see revisions. Confirm edits were made during approval because revisions only exist if edits were made. Try refreshing the page.

I cannot see Version History. Why?

Check these items. Are you on the Record page? Version History is on the Record, not the Approval Request. Has the Record been edited? Versions are only created after edits. Is the Version module enabled? Check with your administrator. Do you have view permission? Check you have permission on the Record. Try refreshing the page.

I cannot add comments. Why?

Check these items. Is the Comments panel visible? Check the panel appears on the page. Do you have access? Check you have view permission on the Record. Is "Enable Comment on Record" enabled? Check with your administrator. Try refreshing the page. If still not working, contact support or your account administrator.

Best Practices

What is the best way to use comments?

Best practices for comments include being specific by referencing specific fields or sections, using @mentions to notify relevant users, threading replies to keep related feedback together, and writing clear actionable feedback. Avoid vague comments and avoid creating too many separate comments. Consolidate feedback when possible.

How should I handle multiple pieces of feedback?

Best practice is to consolidate changes by addressing multiple pieces of feedback in one edit when possible. Create one revision instead of many small revisions. Communicate changes by replying to comments explaining what you changed. Use @mentions to notify approvers when you have addressed their feedback. This keeps the approval process moving and makes it easier for approvers to review.

When should I use Edit During Approval vs declining and resubmitting?

Use Edit During Approval for quick fixes like typos or minor errors, for addressing feedback by making changes requested by approvers, and for keeping momentum in the approval process flow.

Consider declining and resubmitting when major changes are needed that require significant restructuring, when multiple rounds of major changes are required, or when you need to completely rethink the approach.

The general rule is to use Edit During Approval for most cases because it is faster and maintains the audit trail.

Related Articles

• Record Proofing Overview
• Understanding Versions and Revisions
• Troubleshooting Guide
• Quick Reference

Still Have Questions?

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