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Instance Versioning

Create controlled snapshots as business records move through lifecycle stages.

Explore the Capability

Overview

Instance Versioning preserves the state of a record at important lifecycle transitions. A version can be created when an instance moves from one state to another through a configured promote action.

Each archived version mirrors the instance at that checkpoint while the current details page continues to show the latest active state.

Configured capability

What the Capability Enables

  • Archive record state at selected lifecycle transitions.
  • Compare earlier and later versions.
  • Support revision-heavy agreements, approvals, engineering documents, forms, and review workflows.
  • Show version history on the record view page.
  • Control which roles can see version history.

Operational capability

Core Capabilities

Lifecycle-Based Version Creation

Create versions from selected promote actions and preserve the source-state details before a record enters the next stage.

What this enables

  • Create versions at configured state transitions.
  • Archive source-state details.
  • Avoid unnecessary versions by selecting only meaningful checkpoints.

Use cases

  • Version agreements across formal reviews.
  • Archive quality details before approval.
  • Capture only formal process checkpoints.

Version History Widget

Place a configured version list on the type view layout and expose selected attributes from prior snapshots.

What this enables

  • Add versions to the record view.
  • Choose visible version attributes.
  • Open archived details from a lifecycle stage.

Use cases

  • Verify an earlier approved agreement.
  • Review the latest prior version.
  • Expose only relevant version fields.

Change and Revision Traceability

Compare prior and current states and preserve information even when later process stages use different form layouts.

What this enables

  • Trace changes between record states.
  • Preserve data across stage-specific layouts.
  • Maintain a revision trail through multiple approvals.

Use cases

  • Review changes made during approval.
  • Confirm information that existed before execution.
  • Show how revisions moved through workflow.

Configured process

How the Capability Works

  1. 1

    Enable version creation on the required promote action.

  2. 2

    Create a Version type widget.

  3. 3

    Select attributes for the version list.

  4. 4

    Place the widget on the type view layout.

  5. 5

    Configure role visibility and validate the record view.

In practice

Customer Scenarios

Scenario 1

Agreement revision governance

Versions preserve selected formal checkpoints from draft through execution.

Scenario 2

Approval-stage comparison

A reviewer compares the current record with the snapshot captured before execution.

Scenario 3

Controlled process evidence

An archived version confirms what management approved before later changes.

Configuration and governance

Controlled by Configuration

  • Control version creation through lifecycle promote actions.
  • Configure version widgets per business type.
  • Restrict widget visibility to everyone or selected roles.
  • Preserve prior instance states only at configured checkpoints.

Customer value

  • Improve confidence in controlled workflows.
  • Reduce ambiguity during audits and revision reviews.
  • Track changes across lifecycle transitions.
  • Keep version history inside the business record.

Advanced Search & Analytics

Preserve the Record at the Checkpoints That Matter

Create controlled lifecycle snapshots, compare revisions, and retain evidence of how business information evolved.

Configure Protrak for Your Business Explore Advanced Search & Analytics