The Content Tracker is built to support multiple editors in the same file. System fields, menu actions, and admin tools prevent conflicts and keep version history clean.
Access Levels #
Editors can:
- Add new content
- Create new versions
- Archive items
- Generate snapshots
- Update content fields
- Use dropdowns and filters
Viewers can:
- View all content
- Open snapshots
- Read dashboards
- Browse the Revisions log
Viewers cannot run menu actions or update metadata.
Best Practices for Teams #
Use menu actions for versioning and archiving.
Create New Version and Archive Selected Item handle all required updates.
Manual edits to system fields can break history.
Avoid simultaneous edits on the same row.
Google Sheets handles real-time editing, but version creation and archiving should be done by one editor at a time.
Run Setup / Repair Sheet after heavy edits.
If multiple people pasted data or changed formatting, running Setup / Repair Sheet restores validation and protections across the file.
Limit who updates dropdown lists.
Only one or two people should manage Platform, Type, Product, Status, or ChangeType lists.
Use Edit Dropdown Lists to update them consistently.
Ensure someone has admin responsibility.
Admin tools (Setup/Repair, Constrain/Normalize Active, Generate System Fields, Reset for New Project) keep the structure stable as the team grows.
What the System Protects Automatically #
- ItemID and Version cannot be overwritten
- Active is enforced during version creation and archiving
- ChangeType is controlled through menu actions
- Dropdown lists refresh from Config
- Named ranges stay consistent after resets
- System fields regenerate when missing or damaged
The system is resilient, but menu-driven actions remain the safest way to make changes—especially in shared environments.
