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 versions, 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 version 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 versions, which means they aren’t necessarily seeing the latest version of each document. In contrast, a document reviewer uses the In Review collection to access in-progress document versions needing work or approvals before publication. In this way, Procore shows the field user version 3 of a document because it’s “latest” in the Published collection (as shown below), while the reviewer sees version 4 of the same document (via the In Review collection, not shown here), but they are both viewing the correct version for the job they are trying to do.
Answer
The Document Management tool is designed to present the latest document version 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 version is presented and which warning banner appears when a user navigates to a different version outside of the one Procore considers default for that context.
| Context | Document Version Procore considers latest | Example in above image | Banner text that appears if user navigates away from the latest version in this context |
|---|---|---|---|
| Correspondence item email: Clicking a link from a Procore correspondence email or item | Latest version in the document container. | V5 | "Not the latest version you have permission to. The version is not the most recent version you have permission to." |
| Workflows email: Clicking a link in Procore email about tasks needed for an approval workflow. | Latest version in the 'In Review' collection (which is latest version with an in-progress workflow). | V4 | "Not the latest version inside In Review. The version 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 Version' button selected. | Latest version in the document container. | V5 | "Not the latest version you have permission to. The version is not the most recent version you have permission to." |
| 'Published' collection: Accessing a document from the system-provided 'Published' collection. | Latest version in the 'Published' collection (which is latest 'approved' version). | V3 | "Not the latest version inside Published. The version 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 version in the "In Review' collection (which is latest version with an in-progress workflow). | V4 | "Not the latest version inside In Review. The version 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 version in the collection’s context. | Depends on collection/ saved view filters |
"Not the latest version inside [collection name]. The version 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 version warning banner types:
Note: Procore is in the process of changing 'Revision' to 'Version' in the banners.
User navigated away from the latest version in A document container:
User navigated away from the latest version in A collection's context:
