---
title: Document Revisions
description: "How revisions work in Document Management and how to add a new version of a document. **Applies to:** document owners and users with a Document Management role that can edit records · **Module:** Document Management ## What a Revision Is…"
url: "https://support.symbiant.co.uk/kb/document-revisions/"
updated: "2026-10-30"
category: Document Management Basics
---

# Document Revisions

How revisions work in Document Management and how to add a new version of a document.

**Applies to:** document owners and users with a Document Management role that can edit records · **Module:** Document Management

## What a Revision Is

Each document record holds one or more revisions. A revision is one version of the file, with its own number, status, optional source file, approvals and change requests. The record keeps every revision, so you always have a full history of who drafted, approved and published each version.

## Viewing the Revision History

1. Open the document from **Document Management** and click the **Document Revisions** tab.
2. Each revision is listed newest first, with its **Revision** number, **Status**, file, **Draft Created By**, **Draft Created On**, **Published Date**, and any **Approval** and **Change Request** entries.

[![Document Revisions tab with revision 2 in Draft and revision 1 below it](https://support.symbiant.co.uk/wp-content/uploads/2026/10/document-revisions-03-history.png)](https://support.symbiant.co.uk/wp-content/uploads/2026/10/document-revisions-03-history.png)

## Adding a New Revision

1. Click the **Edit Document** tab and scroll to **Document Revision**.
2. Click **Add Document Revision**. The **Revision** number is filled in with the next number; you can change it if your numbering differs.
3. Enter the **Revision Reason**, describing every change made in this version.
4. Drop the new file into the **Document** box and choose whether to **Include Source File?**.

[![New revision with its number and reason](https://support.symbiant.co.uk/wp-content/uploads/2026/10/document-revisions-02-add.png)](https://support.symbiant.co.uk/wp-content/uploads/2026/10/document-revisions-02-add.png)

1. Click **Save** (or the pencil icon to **Save and edit**). The new revision starts in **Draft**.

**Tip:** Users who can only see published documents keep getting the latest published revision until the new one is approved and published, so you can prepare a new version without disrupting anyone.

## Next Steps

1. Send the new revision for approval on the **Approval** tab. See [Document Approval Process](https://support.symbiant.co.uk/kb/document-approval-process/).

## Related articles

- [Adding a Document Record](https://support.symbiant.co.uk/kb/adding-a-document-record/)
- [Document Status Logic](https://support.symbiant.co.uk/kb/document-status-logic/)
- [Document Reviews](https://support.symbiant.co.uk/kb/document-reviews/)