With the Revision started by search query, you can easily find documents where a new draft has been created from a published version, indicating that a revision process is underway. When using this query, the results will show the published versions of the documents. If you have not specified a particular user in your search, it’s a good idea to add the Revision started by field to your results to see which user initiated the draft for each document.
This search is especially helpful for gaining a real-time overview of ongoing revisions within your organization, making it easy to track which documents currently have drafts in progress. It also ensures that revisions are actively monitored and not overlooked if a colleague leaves the company.
In addition to searching by Revision started by field, you can also add the Revision – Started and Revision – Last modified fields to your search results. This provides a clear overview of when each draft was created and last updated, offering valuable insights for managers and quality leads to monitor revision workflows and quickly identify potential bottlenecks. Using these fields systematically strengthens both traceability and transparency in document management.
Search results can be exported as PDF files and, if needed, converted to Excel using external tools. This allows you to generate reports and summaries that support your organization’s document management and follow-up processes.
Sample search queries:
Find all documents where Abigail has started a revision
Find all documents where a revision has been started by any user
Find all documents where no revision has been started AND the revision date has passed
Please note:
- Search results in the document system only display published documents that a user has permission to access. This means a user will only see results for documents to which they have access rights.
Users with the profile setting All documents (override access restrictions) or Administer: All categories have extended access and can view all published documents. - The Revision started by search does not include initial drafts—that is, drafts created before a document has been published. These drafts are private, visible only to the user who created them, and are not accessible through search until they have been shared with the organization.