Topics in Tribal Habits include the ability to have both an editing (creator) and published (exploring) version with built-in version control. This allows explorers to access the published version, while a creator continues to make changes to their editable version. When ready, the creator can publish changes to a new published version.
Admins can also copy topics to create a new 'branch' of an existing topic as an alternative to managing versions.
Let's explore how this works for both creators and admins in Tribal Habits.
For information on viewing topic version history, click here.
A starting point: Creators and explorers share the same initial (unpublished) version of a topic.
When a creator starts creating a topic, they can immediately start to preview how it will appear to explorers in real-time. Creators can use the 'Preview' button on the top right of their creator view to preview their topic.
As they make changes, they hit 'Preview' again (or refresh an already open 'Preview' tab) to see those changes in action.
Creators can continue to use their topic like that. Explorers can be enrolled into the topic and any changes the creator makes to their topic will be instantly applied for explorers.
Essentially, at this point, explorers are using the same version of the topic as the creator.
This does mean, however, that if an explorer is using the topic at the very same time a creator is making changes, the explorer may encounter some inconsistencies. For example, they may try to complete a poll that the creator just deleted.
If you don't make many changes to your topics, or you make them outside the time explorers use your topics, then that's fine.
Copy your topic
One simple way to manage topic versions is to copy your topic. This creates a duplicate of your existing topic, which you can edit and enrol new explorers in. You can learn how to copy topics here.
Copying is quick and simple. It retains the original version of your content. It also provides a partial audit trail. However, it can create a lot of topics, and enrolment histories are not copied across to new versions.
Copying to create a new topic makes more sense when you want learners to enrol in one of several possible versions - this is about maintaining different variants of a topic, not just keeping one topic up to date.
What does it mean to publish a version of my topic?
Alternatively, creators can publish their topic.
When creators publish their topic, it creates a version just for explorers. It's like saving and exporting a copy of that version of your content for explorers to use.
Explorers will use the published version, while creators can edit and preview the editable version. This allows creators to test changes without impacting anything for explorers.
TIP: Do not publish your topic until it has been tested and is finished. Once you publish version #1 of your topic, you will need to keep publishing updates to push changes from that point. So wait until your topic is finalised and further changes are less likely.
How can creators publish a topic?
There are two ways to publish a topic. Either option is fine - they do the same thing!
The 'Checklist' button (to the left of the 'Preview' button) has a drop-down menu which has the option to 'Publish version #1.0' (or 'Publish version update' if already published).
You can ask Sage to publish your topic.
What version and update options do creators have?
When creators publish a topicfor the first time, it creates version #1. The creator name, version number and date and time are recorded.
When creators want to update their topic, they can use the same process to apply an update and select either...
Minor update - This will update the decimal of the version number (e.g. from version 1.1 to version 1.2). The creator name, date and time are still recorded.
Major update - This will increase the integer of the version number (e.g. from version 1.1 to version 2.0). The creator name, date and time are still recorded.
Creators should use a major update when the changes are substantial - so substantial that an explorer who previously completed the topic or article may want to explore it again. This may be important for compliance or regulatory topics, product knowledge topics or topics containing processes that have changed significantly.
Are any URLs impacted by versions?
No. Your URLs, including internal auto-enrol URLs and LMS links, will always point explorers to the correct version of the topic - either to the unpublished version or, once a topic has been published, to the latest published version. You do not need to change any URLs.
Can I rollback to an earlier version?
It's not possible to revert back to an earlier version of a topic. You can create a PDF of your topic which can be the latest published version, an earlier version, or a version containing any currently unpublished changes.
How are versions and updates tracked?
Consult our article on managing topic versions to learn more.