Official Document Versions

Official versions allow you to track page versioning of your Confluence pages which is independent of Confluence’s own versioning.

What are official document versions?

The official document version feature in Workflows for Confluence goes beyond the inbuilt (native) page versioning that is available in Confluence. It allows you to mark documents as a major or minor version (I) depending on the level of changes made.

This feature is particularly useful if you manage regulated or controlled documents where the version numbers are used as a key reference point.

Using official document versions

In the Workflow Builder, you must add the Create Official Version option to your workflow, as shown below (J). This will allow you to select a major or minor version increment (i.e., 1.0 → 2.0 and 1.0 → 1.1 respectively) during that part of the workflow.

You will also be required to give a description for each version which will be retained in the Workflow History and made visible to all approvers. This is particularly useful for audit purposes.

There are no configuration options available for the Create Official Version aside from changing the status colour.

Once your page has transitioned through the Create Official Version part of the workflow, it will create a draft version of the page initial which will be referred to in the Workflow History as “Draft”. To publish the version and remove the draft tag, you must use the corresponding action (Approve Official Version) within the workflow as shown below (K).

When the page transitions through this action, it will mark the version as published and remove the draft tag. This allows for a series of Confluence page edits to be bundled together into a single document version.

How official versions display within a Confluence page

Once a document is approved as an official version, you can see the version number within the workflow status window (L).

You can also see the official version number on the Workflow History page (M).

Need support? We’re here to help 🧡

As you can see from the page above, there are many configuration options in Workflows for Confluence. If you have any questions or would like assistance with any of these configuration options, please don’t hesitate to contact our Support team.