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Knowledge Management showing documents with version history and status

Knowledge Management

Track changes to your knowledge documents with automatic version history. Every edit creates a version snapshot, allowing you to review changes over time and restore previous versions when needed.

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Overview

Document versioning provides:
  • Automatic History: Versions created automatically on document save
  • Full Content Snapshots: Each version stores the complete document content
  • Change Tracking: Record summaries of what changed
  • Restore Capability: Roll back to any previous version

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How It Works

When a document is saved, the system:
  1. Captures a snapshot of the current content
  2. Assigns the next version number
  3. Records who made the change
  4. Stores an optional change summary

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Viewing Version History

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Via Admin Interface

  1. Navigate to Knowledge → All Content
  2. Select a document
  3. Click Version History tab
  4. View list of all versions with timestamps
ℹ️ NOTE: Version history is also available via API. See the Public API v1 Reference for endpoint details.

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Viewing a Specific Version

To view the full content of a previous version:
  1. Open the document’s Version History tab
  2. Click on the version you want to view
  3. Review the complete content snapshot from that point in time
Each version displays the content, who made the change, when it was made, and the change summary.

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Restoring a Previous Version

Roll back a document to a previous version:

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Via Admin Interface

  1. Open the document’s Version History
  2. Find the version you want to restore
  3. Click Restore on that version
  4. Confirm the restore action
What happens:
  1. Current document content is saved as a new version
  2. Document content is replaced with the restored version’s content
  3. A new version is created with the restoration noted in the change summary

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Updating Version Metadata

To update the change summary of an existing version:
  1. Open the document’s Version History tab
  2. Find the version you want to update
  3. Click Rename (or Name Version for unnamed versions)
  4. Enter the updated description (up to 500 characters)
  5. Click Save

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Version Properties

Each version record includes the following properties:

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When Versions Are Created

Versions are created automatically when:
  • A document is edited and saved in the admin interface
  • A document is updated via API
  • AI ingestion updates an existing document
  • A document is restored from a previous version

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Version Attribution

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Best Practices

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Change Summaries

  • Write clear, concise descriptions of what changed
  • Include the reason for the change when relevant
  • Use consistent terminology
Good examples:
  • “Updated pricing table for Q1 2024”
  • “Added troubleshooting section for login issues”
  • “Fixed incorrect API endpoint in examples”
Avoid:
  • “Updated” (too vague)
  • “Changes” (not descriptive)

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Version Management

  • Review version history periodically to track document evolution
  • Use restore feature to recover accidentally deleted content
  • Consider version history when making significant changes