--- title: "Revisions: what are they and how do they work?" description: Revisions allow you to edit a finalized document (like an inspection report) without losing previous versions. This keeps your work traceable and organized --- [Back to home](https://helpcenter.incontrol.app/en/migrated) - [ Starting with Incontrol ](https://helpcenter.incontrol.app/en/migrated/starting-with-incontrol) - [ FAQ ](https://helpcenter.incontrol.app/en/migrated/faq) - [ Trial period ](https://helpcenter.incontrol.app/en/migrated/faq#trial-period) - [ Features ](https://helpcenter.incontrol.app/en/migrated/faq#features) - [ Drafts and documents ](https://helpcenter.incontrol.app/en/migrated/faq#drafts-and-documents) - [ Integrate your own systems ](https://helpcenter.incontrol.app/en/migrated/faq#integrate-your-own-systems) - [ Domain change to incontrol.app ](https://helpcenter.incontrol.app/en/migrated/faq#domain-change-to-incontrol-app) - [ Data storage ](https://helpcenter.incontrol.app/en/migrated/faq#data-storage) - [ Privacy Policy ](https://helpcenter.incontrol.app/en/migrated/faq#privacy-policy) - [ Form Builder ](https://helpcenter.incontrol.app/en/migrated/form-builder) - [ The first steps ](https://helpcenter.incontrol.app/en/migrated/form-builder#the-first-steps) - [ Settings ](https://helpcenter.incontrol.app/en/migrated/form-builder#settings) - [ Working with images ](https://helpcenter.incontrol.app/en/migrated/form-builder#working-with-images) - [ Elements for users ](https://helpcenter.incontrol.app/en/migrated/form-builder#elements-for-users) - [ Connecting to Excel ](https://helpcenter.incontrol.app/en/migrated/form-builder#connecting-to-excel) - [ Importing data ](https://helpcenter.incontrol.app/en/migrated/form-builder#importing-data) - [ Incontrol Automations ](https://helpcenter.incontrol.app/en/migrated/form-builder#incontrol-automations) - [ How to give your form depth ](https://helpcenter.incontrol.app/en/migrated/form-builder#how-to-give-your-form-depth) - [ Administration ](https://helpcenter.incontrol.app/en/migrated/administration) - [ Support ](https://helpcenter.incontrol.app/en/migrated/administration#support) - [ Users and groups ](https://helpcenter.incontrol.app/en/migrated/administration#users-and-groups) - [ Export Profiles ](https://helpcenter.incontrol.app/en/migrated/administration#export-profiles) - [ Cloud services ](https://helpcenter.incontrol.app/en/migrated/administration#cloud-services) - [ License management ](https://helpcenter.incontrol.app/en/migrated/administration#license-management) - [ Real Estate ](https://helpcenter.incontrol.app/en/migrated/real-estate) - [ Introduction ](https://helpcenter.incontrol.app/en/migrated/real-estate#introduction) - [ Property inspection ](https://helpcenter.incontrol.app/en/migrated/real-estate#property-inspection) - [ Advanced ](https://helpcenter.incontrol.app/en/migrated/real-estate#advanced) - [ Incontrol academy ](https://helpcenter.incontrol.app/en/migrated/incontrol-academy) # Revisions: what are they and how do they work? ## Revisions allow you to edit a finalized document (like an inspection report) without losing previous versions. This keeps your work traceable and organized. ### Table of Contents 1. [What is a revision?](https://helpcenter.incontrol.app/en/migrated/revisions-what-are-they-and-how-do-they-work#a2) 2. [How do you create a new revision?](https://helpcenter.incontrol.app/en/migrated/revisions-what-are-they-and-how-do-they-work#a3) 3. [Viewing Document Details](https://helpcenter.incontrol.app/en/migrated/revisions-what-are-they-and-how-do-they-work#s4) 4. [How do you restore a previous revision?](https://helpcenter.incontrol.app/en/migrated/revisions-what-are-they-and-how-do-they-work#a5) 5. [Technical information](https://helpcenter.incontrol.app/en/migrated/revisions-what-are-they-and-how-do-they-work#a6) 6. [Additions to @document Alias](https://helpcenter.incontrol.app/en/migrated/revisions-what-are-they-and-how-do-they-work#a7) 7. [Permissions and acces to revisions ](https://helpcenter.incontrol.app/en/migrated/revisions-what-are-they-and-how-do-they-work#a8) ---   ### What is a revision? A revision is a new version of a previously finalized document. You replace the original, but all earlier versions stay visible. This lets you always see: - Who made the change, - When it happened, - Why it was done (revision note), - And what the previous versions were (including the finalized document). All versions remain visible within the application. Therefore, no information is lost. --- ### How do you create a new Revision 1. Open a finalized document. 2. Click Edit at the top. ![Optie 'Bewerken'](https://helpcenter.incontrol.app/hs-fs/hubfs/image-png-Jun-05-2025-11-10-58-2219-AM.png?width=376&height=78&name=image-png-Jun-05-2025-11-10-58-2219-AM.png) 3. Confirm that you want to edit the document. This creates a new revision. 4. Make your changes.  ![edit document incontrol](https://helpcenter.incontrol.app/hs-fs/hubfs/Scherm%C2%ADafbeelding%202025-06-18%20om%2014-26-40-png.png?width=688&height=250&name=Scherm%C2%ADafbeelding%202025-06-18%20om%2014-26-40-png.png) 5.   Add a **revision note** – this is required. Describe what you changed 6.  Save your changes. ![save your changes](https://helpcenter.incontrol.app/hs-fs/hubfs/Scherm%C2%ADafbeelding%202025-06-18%20om%2014-29-29-png.png?width=688&height=83&name=Scherm%C2%ADafbeelding%202025-06-18%20om%2014-29-29-png.png) **Tip:** Be clear and brief in your revision note. This makes it easier to find later. --- ### Viewing Document Details 1. When the document is opened in Incontrol Inspect, it’s referred to as the ‘document details’. 2. At the top of the page, you’ll see a layout of blocks. In the example below, the document was created on June 2, 2025, has had 1 revision, and is shared with 1 other user. ![layout of blocks](https://helpcenter.incontrol.app/hs-fs/hubfs/image-png-Jun-18-2025-12-33-47-3014-PM.png?width=688&height=73&name=image-png-Jun-18-2025-12-33-47-3014-PM.png) 3. Click the Revision block to open the document info page. 4. Here you can view all previous versions, who changed what, and when.![revision block](https://helpcenter.incontrol.app/hs-fs/hubfs/Scherm%C2%ADafbeelding%202025-06-18%20om%2014-34-56-png.png?width=688&height=384&name=Scherm%C2%ADafbeelding%202025-06-18%20om%2014-34-56-png.png) --- ### How do you restore a previous revision? 1. Go to the **document info page**. 2. Click the arrow next to the revision you want to restore. ![document info page](https://helpcenter.incontrol.app/hs-fs/hubfs/image-png-Jun-18-2025-12-44-06-6811-PM.png?width=688&height=145&name=image-png-Jun-18-2025-12-44-06-6811-PM.png) 3. Bevestig dat je een nieuw concept wilt maken op basis van die oude versie. 4.  Je kunt het concept vervolgens weer afronden.![create new revision draft](https://helpcenter.incontrol.app/hs-fs/hubfs/Scherm%C2%ADafbeelding%202025-06-18%20om%2014-44-39-png.png?width=688&height=259&name=Scherm%C2%ADafbeelding%202025-06-18%20om%2014-44-39-png.png) --- ### Technical Information #### Revisions Page You can automatically add a list of revisions at the end of a document. To enable this: 1. Go to the **Document settings** in the **form builder**. 2. Turn on **Show revision page**. The revision page will then automatically list all revision notes from that document. ![show revision page](https://helpcenter.incontrol.app/hs-fs/hubfs/Scherm%C2%ADafbeelding%202025-06-18%20om%2014-45-41-png.png?width=688&height=51&name=Scherm%C2%ADafbeelding%202025-06-18%20om%2014-45-41-png.png) --- ### Additions to @document Alias | Token | Description | | --- | --- | | `@document.revision` | The numeric revision number (the original document is 0) | | `@document.revisionnote` | The note associated with the revision (the original document has no note) | | `@document.revisiondatetime` | The UTC date and time when the revision was created (or the original) | | `@document.revisiondate` | The UTC date when the revision was created (or the original) | | `@document.revisiontime` | The UTC time when the revision was created (or the original) | | `@document.revisionlocaldatetime` | The local date and time the revision was created (or the original) | | `@document.revisionlocaldate` | The local date the revision was created (or the original) | | `@document.revisionlocaltime` | The local time the revision was created (or the original) |   --- ### Permissions and access to revisions - Every user can create revisions for their own documents. - Only users with **document permissions** can create revisions. - Permissions are **not** automatically extended to other users. - All revision actions follow existing **authorization settings**.