{"id":8590,"date":"2025-05-08T08:00:24","date_gmt":"2025-05-08T08:00:24","guid":{"rendered":"https:\/\/www.process.st\/help\/?post_type=ht_kb&p=8590"},"modified":"2026-11-03T14:41:13","modified_gmt":"2026-11-03T14:41:13","slug":"version-control","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/version-control\/","title":{"rendered":"Version Control & Audit History"},"content":{"rendered":"

Version Control and audit history logs allow you to systematically track document changes, maintain comprehensive version history, and ensure compliance with regulatory standards, such as ISO 9001.<\/p>\n

You can maintain detailed, immutable records of who made changes and when actions occurred. You can then easily export or share those records with external stakeholders or auditors.<\/p>\n

Users: You must be an Administrator to enable Version Control.<\/i><\/strong><\/em><\/p>\n

Please contact our support team<\/a> if you would like to trial this feature.<\/i><\/strong><\/em><\/p>\n

How to enable version control<\/h2>\n

Version control can be enabled by an Admin from the organization settings page<\/a>.<\/p>\n

This lets you track version numbers and history on Workflows, Pages<\/a>, Files<\/a> and Forms<\/a>.<\/p>\n

\"How<\/p>\n

 <\/p>\n

Material and non-material changes<\/h2>\n

You can choose between material and non-material changes when publishing updates to Workflows, Pages<\/a>, Files<\/a> and Forms<\/a>.<\/p>\n

\"Select<\/p>\n

The explanation of changes is mandatory since it will be added to the revision history table (more on this below).<\/p>\n

Material changes will increase the version number by 1, and non-material changes will increment it by 0.1.<\/p>\n

Reference ID<\/h2>\n

You can add reference Ids to the names of any Workflows, Pages, Files or Forms in your organization.<\/p>\n

Click the settings cog<\/strong> when you’re in edit mode, and you can set the reference ID.<\/p>\n

\"How<\/p>\n

Reference IDs will show with the version number in your Library (shown below), in Reports<\/a> (when you select the version columns) and in the editor focus bar.<\/p>\n

\"Viewing<\/p>\n

Note<\/strong>: There’s a character limit of 100 characters on reference IDs.<\/p>\n

Activity logs<\/h2>\n

Activity logs on Workflows, Files, Pages and Forms have a date range selector and an export function.<\/p>\n

\"Filter<\/p>\n

You can review up to one year at a time. For example, you can look at the last year or the year before, but not both of those years at the same time.<\/p>\n

Export your data as a CSV file using the button shown above.<\/p>\n

Note:<\/strong> You can view activity logs on Completed Workflow runs.<\/p>\n

Revision history tables<\/h2>\n

You can access revision history tables from the meatball menu<\/strong> on any Workflows, Files, Pages and Forms.<\/p>\n

\"Accessing<\/p>\n

The table shows the version number, prefix (if used), who made revisions, when and the description of changes.<\/p>\n

\"View<\/p>\n

For Workflows, Pages, and Files, you can restore to a previous version from this table. Export the details via CSV to share with an auditor.<\/p>\n

Note:<\/strong> Forms do not have the Restore action in the Revision History table. You can still view, export, and compare Form revision history.<\/p>\n

For Files, each earlier published version in the Revision History table also has a View<\/strong> link (the current version doesn’t need one because it’s already displayed in the file viewer). Click a View<\/strong> link to open that version in the file viewer. A bar at the bottom of the viewer shows which version you are viewing and provides a View current version<\/strong> button to return to the latest version.<\/p>\n

When you print a document or workflow, or save it as a PDF, the history table is displayed in a table at the bottom of the document.<\/p>\n

Compare revisions<\/h3>\n

For Pages<\/a>, Workflows, Forms<\/a> and Files<\/a>, you can compare revisions to see exactly what changed.<\/p>\n

In the Revision History table, a Compare<\/strong> link appears on every row except the current version. Click it to open an inline word-level diff that highlights the differences between that version and the current one. Use the From<\/strong> and To<\/strong> pickers in the comparison view to select any two published versions to compare.<\/p>\n

If a Page has an unpublished draft, the meatball (\u2026<\/strong>) menu in the editor shows a Compare with published<\/strong> option. This opens the same word-level diff view, so you can review your pending edits before publishing.<\/p>\n

When discarding a Page draft, the discard dialog shows how many changes will be lost (for example, “This draft has 5 changes since version 1.0”). Click View changes<\/strong> in the dialog to review what will be discarded before confirming.<\/p>\n

The comparison highlights the specific words that changed within each edited paragraph, rather than flagging entire blocks as different. Tables are compared row by row, making it easier to spot removed or changed content in table-heavy pages. Non-text content, including images, files, embeds, and workflow links, also appears in the comparison view.<\/p>\n

Compare revisions (Workflows)<\/h4>\n

When a Workflow has an unpublished draft, the meatball (…<\/strong>) menu in the editor shows a Compare with published<\/strong> option. This opens a task-grouped comparison view. Changes are organized by task and include:<\/p>\n