Editing, Drafts & Publishing

When a user views or explores a saved workbook, they see the most recent published version.

Users with Can Edit access to the workbook also have the option to switch into Edit mode, opening the current draft version. Edits made to a workbook in Edit mode are automatically saved to the shared, live draft. Multiple editors' can collaborate on this single draft in real-time.

This article shows how to edit and publish draft versions of workbooks.

Note: Prior to 11/1/2022, users worked with individual drafts. Drafts were not sharable and work was not visible until published. Beginning 11/1/2022, all new organizations support shared, live drafts. This new feature is gradually being rolled out to legacy organizations. Organizations Admins will be notified before the change is made.

Summary of Content

Requirements
Edit an Existing Workbook
Preview Drafted Changes
Publish Drafted Changes
Discard Drafted Changes
Return to the Latest Published Version
Version History
      View a Workbook's Version History
      View and/or Restore an Old Version
Related Resources

Requirements

  • To draft and publish new workbook versions, you must have Can Edit access to the individual workbook.

Edit an Existing Workbook

To begin editing an existing workbook, click the Edit button located in the workbook header.

When you enter Edit mode: 

  • The header's Edit button switches to an Editing menu
  • The header's version menu switches from PUBLISHED VERSION to DRAFT VERSION.
  • The header displays a list of all other users currently in Edit mode and the element they each have selected. 
    Tip: Click a user’s icon to navigate to the element they have selected (if they have one selected). 
  • The editor panel and sidebar appear on the left side of the page.
  • Changes you make to the draft will automatically save to the live draft shared by all editors. 
  • If an editor clicks Publish, all drafted changes are published. This includes changes drafted by all editors on the live draft. 

Preview Drafted Changes

All drafted changes can be previewed in both Explore and View modes prior to publishing.  This is helpful if you want to see what a workbook will look like to users with limited access to the workbook.

To preview drafted changes:

  1. Click Editing.
  2. Select either Preview as explorer or Preview as viewer.

    To change states again, click Previewing and select your target state.

Publish Drafted Changes

To publish your edits, click the Publish button located in the workbook header. 

This action publishes all drafted changes to the workbook, including changes made by others editors using the live draft. 

 

Discard Drafted Changes

To discard your drafted changes, click Editing > Restore draft to published version.

This action discards all users' unpublished edits, not just yours.

Return to the Latest Published Version

To return to the latest published version, click Editing > Go to published version. This will switch you into Explore mode. 

This action does not discard your drafted changes. You can return to the shared draft at any time by clicking the published version's Edit button. 

Version History

View a Workbook's Version History

  1. Click the header's version menu.
    This menu is labeled either PUBLISHED VERSION or DRAFT VERSION.

  2. Click View version history.
    This opens the VERSION HISTORY panel, located on the right side of the workbook.

View and/or Restore an Old Version

  1. Click the header's version menu.
    This menu is labeled either PUBLISHED VERSION or DRAFT VERSION.

  2. Click View version history.
    This opens the VERSION HISTORY panel, located on the right side of the workbook.
  3. Click the version you would like to view.
  4. From the workbook header, you can:
    • Restore the draft: Click Restore version as draft
      When an older draft is restored, newer versions remain available in the version history.
    • Return to the latest version: Click Go back to latest version.

Related Resources

Workbook Lifecycle: Exploration, Drafts & Publishing
Workbook Modes: Edit, Explore & View
Create a Workbook or Exploration
Workbook Live Edit