Versions & Revisions
Understand the difference between versions and revisions, how to create new revisions, and how superseded documents are managed.
Document Ocean 360 uses a revision-based model to track changes to documents over time. Understanding how versions and revisions work is essential for maintaining accurate document control on engineering projects.
Versions vs. Revisions
Key Distinction: Versions vs. Revisions
A version is an internal save point — it’s created automatically every time a file is re-uploaded or metadata is edited within the same revision. Versions are lightweight and used for tracking incremental changes during drafting.
A revision is a formal, controlled change. It creates a new entry in the document register with a new revision code (e.g. A → B, or 01 → 02). Revisions carry workflow significance — they go through review and approval, and the previous revision is marked as superseded.
Think of it this way: versions are for drafting, revisions are for issuing.
Revision Codes
Projects can configure their revision coding scheme in project settings. Common schemes include:
- Alphabetic: A, B, C, D… (commonly used for preliminary/IFC revisions)
- Numeric: 01, 02, 03… (commonly used for as-built and post-approval revisions)
- Combined: P1, P2… for preliminary, then 0, 1, 2… for approved revisions
The system enforces sequential revision codes — you cannot skip codes or reuse a previous code.
Creating a New Revision
When a document needs a formal update — such as incorporating review comments, design changes, or as-built modifications — create a new revision.
Open the Document Detail Page
Navigate to the document you need to revise and open its detail page from the document register.
Click 'New Revision'
In the document actions menu, click New Revision. This is only available for documents in Approved status — draft documents should be updated in place.
Upload the New File
Select the updated file from your computer. The system automatically assigns the next revision code in sequence.
Update Metadata
Review and update any metadata fields that have changed. The revision description field lets you summarize what changed in this revision.
Submit the Revision
Click Submit to create the new revision. The previous revision is automatically marked as Superseded, and the new revision enters Draft status ready for review.
Revision Statuses
Each revision progresses through the following statuses during its lifecycle:
- Draft — The revision has been created but not submitted for review. The file and metadata can still be edited.
- Approved — The revision has passed review and is the current active revision of the document.
- Superseded — A newer revision exists. This revision is retained for traceability but is no longer the active version.
Superseded Documents
Do Not Delete Superseded Revisions
Superseded revisions are never deleted from Document Ocean 360. They are permanently retained as part of the document’s audit trail. This is critical for regulatory compliance, dispute resolution, and understanding the evolution of design decisions. Administrators do not have the ability to remove superseded revisions — this is an intentional system safeguard.
When a revision is superseded:
- It remains visible in the Revision History tab of the document detail page
- It is hidden from the main register by default (the register shows only the latest revision)
- It can still be downloaded and previewed for reference
- Its metadata and activity log are fully preserved and read-only
Revision History Columns
Revision History Table
The sequential identifier for this revision (e.g. A, B, 01). Assigned automatically based on the project's revision coding scheme.
The current status of this revision — Draft, Approved, or Superseded.
The user who created this revision by uploading the new file.
The date and time when this revision was created.
A summary of what changed in this revision compared to the previous one.
A download link to the file associated with this specific revision.
Comparing Revisions
From the Revision History tab, you can select any two revisions to view them side by side. This is particularly useful for reviewing changes between the current approved revision and the new draft before submitting for review.