Why do you need a Content Revision?

Content Revisions are used to create new content or modify existing system content. For example, if you want to add a Smart Form to the process, you would create it within a Content Revision and then apply it. The created content should be added to the process via a Process Revision. Administrative Users can control when these changes take effect by setting an effective date when creating the revisions.

What are the types of content?

The table below lists the different types of content that can be added or modified.

How many Content Revisions are allowed at a time?

You can have as many active Content Revisions at a time as needed. This allows your organization to enable multiple users to enter or modify content simultaneously, each using their own Content Revision.

Who can create Content Revisions?

How do you create a Content Revision?

To create a Content Revision, select the "Create Revision" link under Revisions from the navigation menu on the left. Another option is to select "Add/Update Revision" on the quick links bar.

Click "Add a New Value" on Create Revision page to create a new revision.

Select Type as "Content", enter other details and click "Reserve". This will save the descriptive information and will assign a revision number.  

The next step is to configure the content. Click the "Configure" button. This will open the Content Revision page where a new content can be added.

How do you add or change content in a Content Revision?

The Content Revision page displays all content types under the "Content Metrics" section. For any content type, you can add new content by clicking the "Add" link, or modify existing content by clicking the "Review/Update" link.

Details for adding or modifying each of these types of content can be found in the sections of the documentation below this page.

Example of adding an "Attachment" is given below:

Click the "Add" link for Attachments.

Enter the Attachment details and save.

Click the "Return to Manage Revision" button to return to the Manage Revision page and apply the Content Revision.

How do you apply a Content Revision?

The content added in the revision will not be available for use in the process, until the revision is applied.

To apply a Content Revision, click the "Apply" button on the Manage Revision page.

How do you withdraw a Content Revision?

If you have not yet applied the revision, you can withdraw the revision, which closes out the revision without implementing the changes that were made in the revision.

If you want to discard the changes you made in the revision, click the "Withdraw" button on Manage Revision page. 

When does a Content Revision update to an error state?

A Content Revision may progress to an error state when the revision is applied if the content added for a specific content type within the revision contains issues. 

To view the details of the error encountered, click on the "Error Log" button.

You can modify the content and reapply the revision. Click the "View/Edit" button to access the revision page and review the content details. Make the necessary changes and reapply the revision.

Note: If the error persists and you are unable to resolve the issue, please submit a support ticket in Smart ERP Jira to get help from Smart ERP support.

How to view Content Revision summary?

Content Revision summary shows the changes made to the content in that revision. If a content is added/modified/deleted for any content type in the revision, the details are recorded in the summary.

On Manage Revision page, click on "Summary" to navigate to the Revision Summary page.

The summary includes the revision details and grids with content audits for each content type.

When a new action is performed in the Current Revision, such as adding new content or modifying content from earlier revision, it will be marked as "Created" on the grid and recorded as an "Add" action in the audit details. If this content is further modified within the same revision (before it is applied), it will be marked as "Modified" on the grid and recorded as a "Change" action in the audit. Any content deleted in the revision will be marked as "Deleted" on the grid and recorded as a "Delete" action in the audit. Each action displayed on the grid will include a count indicating how many times that specific action was performed.

Expanding these grids displays a subsection with rows of descriptions for the actions. Further expanding these description rows will show their respective audit details. All audit details in the Revision Summary are specific to that particular revision.

The various possibilities of adding/modifying a content in a Content Revision and how the changes are reflected in the Revision Summary are explained with examples below:

When a new content is added/modified in the revision

In this example, a new content is added under "Attachments" content type. Since this is a new action performed in the revision, the grid for "Attachments" shows a value added for "Created" action. 

In the Revision Summary, expand the grid for Attachments to view the description of the action.

The description of the action displays in the sub-section below the grid. Click the arrow next to the description to open the audit details. 

If the details of this content is modified in the same revision, a value will be added for "Modified" action under the same content type. 

In this case, the highlighted details of the Attachment (that is created in the previous step) are modified in the revision.

If the created content is modified again, the modified count remains same but the changes made in the content will display in the audit details.

In this case, the highlighted fields are again modified for the Attachment.

There will be no change in the modified count but the audit will include the details of the changes made in the content with updated date and time.

Revision Summary

If another content is added in the revision, then the summary will have another row for the "Created" action. In this case, another Attachment is added in the Content Revision.

If more than one content type is added in the revision:

In this example, both an Attachment and a Smart Form are added in the revision. The Revision Summary displays grids for each content type. Expanding each grid will show their respective descriptions and audit details.

When a content is deleted:

The summary audit also records the details of the deleted content. In this example, a Smart Form added in the previous step is deleted before applying the revision.

When modifying the content from previous revisions:

The count of the "Created" action for that content type will be increased on the grid. In this example, a Notification Template created in the previous revision is modified in the current revision.