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Active Versions allows users to control which version of an entity is considered “active” within the system. An active version of an entity is one that is currently in use and is effective. Users will always be pointed to the active version of an entity, in a reference field. By default, an entity’s active version is automatically latest published version (“Latest”). Screenshot 2025-08-29 at 00.15.28.png If necessary, users have the option to select a specific version as the active version, which will not automatically update when newer versions are published. In this case, the latest published version ≠ active version. Screenshot 2025-08-29 at 00.17.17.png On the search page, users can decide what type of data to search using the Query mode filter: Screenshot 2025-08-29 at 00.18.26.png
  • Active Versions – searches the published snapshot of each entity (or a specific pinned version, if set). Entities that have never been published (initial drafts) are excluded by default — enable the Exclude initial drafts toggle in your saved view to filter these out.
  • Live Data – searches the current state of every entity, including drafts, in-review versions, and unpublished changes.

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What “active” data includes

Most fields in Active Versions mode show the values from the published snapshot. However, some data is always live — it reflects the entity’s current state, not the frozen snapshot:
  • Status and status tag — always reflects the entity’s current lifecycle state (e.g. Editable, In Review, Finished). If a published entity is reopened for editing, the status will show “Editable” even though the published version was “Finished”.
  • Live fields — fields explicitly marked as live remain editable on published entities and always show their current value in both modes.
This means filtering by Status tag in Active Versions mode matches against the entity’s current status, not the status it had when it was published. To filter by the status at the time of publishing, use the Active status filter instead.

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Comparing versions

You can compare any two versions of an entity to see what changed between them. To enter diff mode, open the three-dot menu (⋯) on any entity and select Enter diff mode. The page will show a comparison banner at the top with two version selectors — click either to change which versions you are comparing.

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What the comparison shows

  • Documents — inline highlights showing added (green), removed (red), and modified (blue) content directly in the document
  • Scripts — line-by-line code diff with added and removed lines highlighted
  • Files — side-by-side preview of the old and new file with version labels
  • Charts, custom content — a summary indicator showing that content changed
For all entity types, a Changes tab appears in the right sidebar during comparison. This tab shows:
  • Field changes — which fields were added, removed, or modified, with old and new values side by side
  • Property changes — title, permissions, review requirements, and configuration changes
  • Automation changes — inline script code diff with context collapsing, showing only the lines around each change