How does Procore decide which document version is the latest in the Document Management tool?
Background
Users can change which document shows as latest by reordering document revisions, but Procore uses additional factors to decide which document is "latest" within a given context. Documents stored in the Document Management tool are often accessed via email links from the Workflows tool integration or links in correspondence items and emails. These contexts affect which document revision is considered latest.
In addition, the Document Management tool uses collections to organise project documents. A collection’s filters provide needed context for a particular audience. For example, inside a Published collection, a field user sees only approved document revisions, which means they aren’t necessarily seeing the latest revision of each document. In contrast, a document reviewer uses the In Review collection to access in-progress document revisions needing work or approvals before publication. In this way, Procore shows the field user revision 3 of a document because it’s “latest” in the Published collection (as shown below), while the reviewer sees revision 4 of the same document (via the In Review collection), but they are both viewing the correct revision for the job they are trying to do.
Answer
The Document Management tool is designed to present the latest document revisions based on the context in which a user found the document and which filters are applied. This table shows how different contexts affect what document revision is presented and which warning banner appears when a user navigates to a different revision outside of the one Procore considers default for that context.
| Context | Document revision Procore considers latest | Example in above image | Banner text that appears if user navigates away from the latest revision in this context |
|---|---|---|---|
| Correspondence item email: Clicking a link from a Procore correspondence email or item | Latest revision in the document container. | V5 | "Not the latest Revision you have permission to. The revision is not the most recent revision you have permission to" |
| Workflows email: Clicking a link in Procore email about tasks needed for an approval workflow. | Latest revision in the 'In Review' collection (which is latest revision with an in-progress workflow). | V4 | "Not the latest revision inside In Review. The revision is not the most recent based on the collection you opened it from" |
| 'All Documents' saved view: Accessing a document from the 'All Documents' saved view at the bottom of the Saved Views panel, with 'Latest Revision' button selected. | Latest revision in the document container. | V5 | "Not the latest Revision you have permission to. The revision is not the most recent revision you have permission to" |
| 'Published' collection: Accessing a document from the system-provided 'Published' collection. | Latest revision in the 'Published' collection (which is latest 'approved' revision). | V3 | "Not the latest revision inside Published. The revision is not the most recent based on the collection you opened it from." |
| 'In Review' collection: Accessing a document from the system-provided 'In Review' collection. | Latest revision in the "In Review' collection (which is latest revision with an in-progress workflow). | V4 | "Not the latest revision inside In Review. The revision is not the most recent based on the collection you opened it from." |
| Custom collection: Accessing a document from a custom collection that a project Admin created, such as "Preconstruction". | Latest revision in the collection’s context. | Depends on collection/ saved view filters |
"Not the latest revision inside [collection name]. The revision is not the most recent based on the collection you opened it from." |
| Mobile device: Accessing a document from a mobile device using the iOS or Android Procore app. | See relevant contexts in rows above with these exceptions: The mobile app does not have 'In Review' collection or 'All Documents' saved view. | Depends | See contexts above. |
Examples of the two revision warning banner types:
User navigated away from the latest revision in A document container:
User navigated away from the latest revision in A collection's context:
