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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?

  2. How do you create a new revision?

  3. Viewing Document Details

  4. How do you restore a previous revision?
  5. Technical information
  6. Additions to @document Alias
  7. Permissions and acces to revisions

     

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'

  3. Confirm that you want to edit the document. This creates a new revision.

  4. Make your changes. 

edit document incontrol
5.   Add a revision note – this is required. Describe what you changed

6.  Save your changes.


save your changes

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

  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

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
  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

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

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.