Form templates and controlled documents both change through versions rather than being edited in place. The cycle is the same for both, and it runs on the Versions tab of a template or a document.
One open version at a time
A template or document can have at most one version that is not yet published — either a draft or one waiting for review. While such a version exists, the New version / Add new version button is not offered.
Meanwhile the currently published version stays live and untouched. Work on a draft never changes what the crew are using.
Creating a version
Click New version on a form template, or Add new version on a controlled document. The Add new version window offers:
- Patch — small corrections, no substantive changes.
- Minor — new content, no breaking procedural changes.
- Major — a significant rewrite or procedural changes.
- Custom — type a version number yourself, in
X.Y.Zform.
The box beneath shows the number you are moving on from and the number the new version will have, which must be higher than the highest version that already exists. Create makes the draft; on a form template the new version opens straight away.
Where there is something to copy, the new version starts from the currently published one: a form template copies its fields, and a controlled document using the built-in editor copies its content, so you edit forward from what is live rather than starting blank. A controlled document that holds an uploaded file starts its new version with no file attached.
Working on the draft
Open a version with Open. Only a draft can be changed; published and in-review versions are read-only.
- On a form template, Edit opens the form builder, where you add fields, arrange them and set their properties. Save stores the draft, Cancel discards the changes. The template's name is not part of the version — it lives on the Details tab.
- On a controlled document using the built-in editor, Edit opens the rich-text editor. Save becomes available once you have made a change; Cancel leaves without saving.
- On a controlled document using an uploaded file, there is no Edit button. The version page has an upload area instead, with Upload file or Replace file and a preview of what is attached. The file picker accepts a PDF, and only a draft version accepts an upload.
In both editors Nauticare AI, in its Edit mode, can draft the content for you — see The AI Builder. Leaving the version, switching tabs or navigating away with unsaved changes prompts you first.
Sending it for review
Send for review asks for confirmation: once submitted, the version is locked and a reviewer has to approve or reject it before it can be published. The draft then shows In review. For an uploaded-file controlled document the button stays disabled until a file has been uploaded, since there would be nothing to review.
Approving and rejecting
A version in review shows Approve and Reject to whoever can review it.
- Approve opens a window with an optional Review comment; Approve & Publish marks the version as Published and retires the previously published version.
- Reject asks for a Rejection reason, which is required, and returns the version to Draft with the same version number, so the author can rework it and send it again.
Reviewing is separated from authoring: unless you are a Management Admin, you cannot review a version you submitted yourself. The version list says so where the buttons would be, and another reviewer has to approve or reject it.
What publishing changes
Approving is the moment the change reaches the fleet. The newly published version becomes the live one everywhere the template or document is assigned, at once — there is no per-yacht rollout and no per-yacht version.
Forms already filed against an older version of a template are not rewritten; they stay as they were submitted.
Reading the history
Every version stays in the list with its number and its status chip. Earlier versions keep their Published chip after being replaced; the Latest marker shows which one is currently live. Alongside each entry is when it was last updated and who was involved — Edited by on a draft, Submitted by once it has gone for review, and Approved by on a published version. The Audit tab records changes to the template or document itself, such as edits, archiving and each newly published version.
Controlled document versions also carry a download action: Download PDF for a built-in-editor document, and Download for the attached file of an uploaded-file one.
Controlled documents that use the built-in editor can also compare any two versions side by side and restore an older one as a new draft — see Comparing and Restoring Versions.
Who can do what
Creating versions, editing drafts, sending for review, approving and rejecting all require a Management Admin or Management User account. A Management Viewer can open, read and download versions but cannot change them.