Understanding Template Revision Stages
Learn how template revisions move through different stages, what each stage means, and which actions are available at each stage when managing templates in Bid Packages.
Prerequisites
- Admins and Managers can view and manage template revisions.
Steps to View a Template’s Revision Stage
- Go to the Bid Packages workspace.
- In the left navigation, click Library → Templates.
The Templates Dashboard opens. - Select the template you want to review.
The Template preview opens. - Check the following:
- The revision badge at the top, which shows the revision stages: DRAFT, ACTIVE, or OBSOLETE.
- The template states on the right: PUBLISHED or UNPUBLISHED.
Template Revision Stages Explained
DRAFT
A DRAFT revision is an editable version of the template used for making updates.
- The revision is fully editable.
- It is not yet available for use.
What happens when selected
- You can continue editing the template.
- You can mark the revision as ACTIVE when it is ready.
Available Revision Actions
- Make this ACTIVE
- Duplicate
- Discard this revision
ACTIVE
An ACTIVE revision is the current version of the template available for use.
- This is the version used when creating new documents.
- It can no longer be edited.
What happens when selected
- When a DRAFT revision is made ACTIVE, it becomes the new active version.
- If another revision was previously ACTIVE, it is automatically changed to OBSOLETE.
Available Revision Actions
- Duplicate
OBSOLETE
An OBSOLETE revision is an older version kept for reference.
- It is no longer the active version.
- It cannot be edited or made ACTIVE again.
What happens when selected
- The revision remains available for historical reference.
Available Revision Actions
- Duplicate
Template States Explained
A template state shows whether a template is ready to use, still being prepared, or no longer in use.
UNPUBLISHED
An UNPUBLISHED template is not yet available for general use.
What it means
- The template can be edited and revised.
- Changes are not visible to users creating documents.
When to use
- While building, reviewing, or updating templates.
PUBLISHED
A PUBLISHED template is available for use.
What it means
- Users can create new documents using the ACTIVE revision.
- Revision stages determine which revision is current (DRAFT, ACTIVE, OBSOLETE).
💡 Tip:
- Use DRAFT revisions to make changes, promote the revision to ACTIVE when ready, and publish the template to make the active version available to users.
BP-055