Editing, versions & publishing
Every document and deck keeps a full version history, and each room decides when an edit goes live. Three modes, from fastest to most controlled.
How edits go live — a room's lifecycle
Edits go live immediately
The default. Each save publishes straight away and keeps a retained version. Best for fast-moving content.
Save as draft, then publish
Each save is a draft — not live. Readers keep seeing the last published version until you press Publish.
Review → approve → publish
Controlled documents: drafts go through reviewers and approvers before anyone can publish. See Controlled documents.
An admin sets a room's mode from the web app (the room header) or by asking Claude. Switching modes never changes what's already published.
Drafts (staged rooms)
In a staged room, editing creates a draft that only your team can act on:
- Preview draft — see the unpublished version (it never appears to readers or on share links).
- Publish — make the draft the live version everyone sees; the prior version is kept in history.
- Discard — throw the draft away. If the document was never published, it's removed entirely; otherwise the live version is untouched.
Version history
Every time something is published — in any mode — a snapshot is kept. Readers always see the current published version; drafts and old versions stay internal. Ask Claude for a document's history to see the list.
Working together on the same document
Several people can edit in the same room — there's nothing to check out, lock, or reserve. Anyone with an editor role can open a document and ask their assistant to change it. (Who can edit which rooms is covered in Access & people.) Most of the time, teammates work on different documents and never collide.
If two people edit the same document at once
Edits are made against the version you started from, and the system checks that version is still current before saving. So if a teammate saves a change while you (or your assistant) are working from an older copy, your save is refused with a notice — it does not quietly overwrite their work. Your assistant then reloads the latest version and reapplies your change on top. Nothing is lost, and usually you don't even notice.
What you'll see is a short message like "this document changed since you opened it", followed by the assistant re-applying your edit. If it doesn't reload on its own, just say so:
- Small, separate edits just work — two people touching different documents, or making quick changes, rarely overlap.
- For a big rewrite, give it a clear run. If you're reworking a whole document, let teammates know so two large rewrites don't land at the same moment.
- Want a private space first? Draft in your workspace, then move the finished document into the shared room.
- Want edits held back until you're ready? Make the room staged (above) so saves are drafts until someone publishes.
Example: publishing a new slide deck version
- Direct room: you ask Claude to change a slide → it saves → the new deck is live at the room URL right away, and the previous version is snapshotted.
- Staged room: the change is saved as a draft → readers still see the old deck → you Preview, then Publish → the new version goes live and is added to history.