The Content Tracker uses a simple set of rules to keep versioning, reporting, and archiving clean. Knowing the basics helps you avoid errors and work faster.
One Row = One Version #
Each row in Content_Log represents a single version.
When you select Create New Version, the system:
- Archives the current row
- Inserts a new row for the next version
- Copies your fields
- Applies the new version number, dates, Active state, ChangeType, and notes
Older versions stay in the sheet for history.
ItemIDs Connect Versions #
Every item receives an auto-generated ItemID when the row initializes.
All future versions share that ID.
ItemIDs ensure:
- Versions stay grouped
- Snapshot/report history stays consistent
- Duplicate ItemID + Version pairs are prevented after pasting
ItemID is system-controlled and locked.
Versioning Is Menu-Driven #
Version numbers are managed automatically.
Manual edits to the Version column are blocked.
Using Create New Version always:
- Archives the previous row
- Creates a new active row
- Updates VersionDate and LastUpdated
- Logs the change in the Revisions sheet
- Applies your chosen ChangeType (if provided)
Active Determines Visibility #
Only one version per ItemID should be active.
The system enforces this.
Active rows appear in:
- Dashboard counts
- Snapshot reports
When you create a new version, old ones become inactive and archived.
Use Archive Selected Item to retire an item fully.
Product, Platform, and Type #
These fields describe where the item lives and what it is.
They’re user-editable and available for filtering, dashboards, and snapshots.
Product is optional but helps teams map content to the correct asset bundle.
LastUpdated Drives Reporting #
Reporting windows use a date column defined in PeriodDateKey (defaults to LastUpdated).
When you edit content fields (Title, Platform, Type, Status, URL, Notes):
- LastUpdated is refreshed
- SnapshotPeriod is set or updated
- If enabled, LastUpdated can sync with the chosen date field
The Revision Log Stores the History #
The system writes an entry to Revisions whenever you:
- Create a new version
- Archive an item
Each entry includes:
- Timestamp
- ItemID
- Old/New versions
- Title changes
- User
- Change note or archive reason
- ChangeType
This creates a reliable history for snapshots.
Snapshots Use Your Template #
Generate Snapshot creates a Google Doc summarizing:
- Counts by platform, type, product
- Active items in the reporting window
- Revision history
- Optional charts from the Dashboard or Content_Log
- Optional branding from your template Doc
If no template is set, a plain Doc is created.
Dashboard Uses Config Dates #
The Dashboard mirrors:
- PeriodStart
- PeriodEnd
- The date column defined in PeriodDateKey
If the dashboard looks empty, check:
- Config dates
- The PeriodDateKey value
- Whether rows are Active
Admin Tools Maintain Stability #
Admin tools help keep the sheet healthy as it grows. They can:
- Restore validation and protections
- Refresh chart ranges
- Clean inconsistent Active values
- Backfill missing system fields after pasting
- Reset the file for a new project
These tools prevent drift and keep the structure working long-term.
