Creating a New Version

Use this process when updating an existing item. It preserves clean version history and ensures the dashboard and snapshots stay accurate.

Steps #

1. Select the row you want to update
2. Choose Content Tools → Create New Version
3. Enter a brief change note
4. (Optional) Enter a change type when prompted

What the System Does #

When you create a new version, the tool automatically:

• Archives the previous version
• Increases the version number (Version + 1)
• Creates a new row for the updated version
• Keeps the same ItemID for continuity
• Sets the new version’s Status
  • Uses NewVersionStatus from Config (if set)
  • Otherwise leaves whatever Status you had on the old row
• Clears archive-only fields (ArchivedOn, ReasonForArchival)
• Updates VersionDate, LastUpdated, SnapshotPeriod
• Logs the change in the Revisions sheet

• Applies the correct ChangeType
  • Old versions: “Archived”
  • New version: the change type you entered or a default option

Rules #

• Don’t edit Version manually.
  The system manages version numbers and will correct manual edits.
• Don’t edit ItemID.
  Changing it breaks the version chain.
• Don’t repurpose old versions.
  Never type new content into archived rows.
  Always use Create New Version to update an item.