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WP Document Revisions

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WP Document Revisions

by Ben Balter

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Description

A document management and version control plugin for WordPress that allows teams of any size to collaboratively edit files and manage their workflow.

What is WP Document Revisions?

WP Document Revisions is a document management and version control plugin. Built for time-sensitive and mission-critical projects, teams can collaboratively edit files of any format — text documents, spreadsheets, images, sheet music… anything — all the while, seamlessly tracking the document’s progress as it moves through your organization’s existing workflow.

WP Document Revisions is three things

  1. 📁 Document Management System (DMS) – Track, store, and organize files of any format
  2. 👥 Collaboration Tool – Empower teams to collaboratively draft, edit, and refine documents
  3. 🔒 File Hosting Solution – Publish and securely deliver files to teams, clients, or the public

See the full list of features for more information.

📚 Documentation

Complete Documentation Site – Your one-stop resource for everything about WP Document Revisions.

🎯 Quick Start Guides

📖 User Documentation

🆘 Support & Community

Features

Overview

Powerful Collaboration Tools – With great power does not have to come great complexity. Based on a simple philosophy of putting powerful but intuitive tools in the hands of managers and content creators, WP Document Revisions leverages many of the essential WordPress features that, for more than eight years, have been tested and proven across countless industries — posts, attachments, revisions, taxonomies, authentication, and permalinks — to make collaborating on the creation and publication of documents a natural endeavor. Think of it as an open-source and more intuitive version of the popular Microsoft collaboration suite, Sharepoint.

Document History – At each step of the authoring process, WP Document Revisions gives you an instant snapshot of your team’s progress and the document’s history. It even gives you the option to revert back to a previous revision — so don’t fret if you make a mistake — or receive updates on changes to the document right in your favorite feed reader.

Access Control – Each document is given a persistent URL (e.g., yourcompany.com/documents/2011/08/TPS-Report.doc) which can be private (securely delivered only to members of your organization), password protected (available only to those you select such as clients or contractors), or public (published and hosted for the world to see). If you catch a typo and upload a new version, that URL will continue to point to the latest version, regardless of how many changes you make.

Enterprise Security – Worried about storing propriety or sensitive information? WP Document Revisions was built from the first line of code with government- and enterprise-grade security in mind. Each file is masked behind an anonymous 128-bit MD5 hash as soon as it touches the server, and requests for files are transparently routed through WordPress’s time-tested URL rewriting, authentication, and permission systems (which can even integrate with existing enterprise active directory or LDAP servers). Need more security? WP Document Revisions allows you to store documents in a folder above the htdocs or public_html web root, further ensuring that only those you authorize have access to your work.

Customization – WP Document Revisions recognizes that no two teams are identical, and as a result, molds to your firm’s needs, not the other way around. Need to track additional information associated with a document? Departments, editors, issues, sections, even arbitrary key-value pairs — whatever you can throw at it, it can handle. Development and customization costs are further minimized by its extensive plugin API, and the WordPress Custom Taxonomy Generator makes it easy for even the uninitiated to add custom taxonomies to documents. Need an audit trail to track check-ins and check-outs? User-level permissions based on the document’s state or another custom taxonomy? Support for third-party encryption? Check out the WP Document Revisions Code Cookbook for sample code. Looking for even more advanced control of your workflow? WP Document Revisions will detect the popular workflow plugin Edit Flow, if installed, and will automatically pull Edit Flow’s advanced workflow management tools into WP Document Revisions. Simply put, virtually every aspect of the plugin’s functionality from workflow states to user-level permissions can be fully customized to your team’s unique needs.

Future Proof – Switching costs a concern? WP Document Revisions is built with tomorrow’s uncertainty in mind. Equally at home in an in-house server room as it is in the cloud, moving individual files or entire document repositories in and out of WP Document Revisions is a breeze (history and all). And since the software is open-source, you can easily add tools to automate the process of moving to or integrating with future third-party systems.

Features

  • Support for any file type (docs, spreadsheets, images, PDFs — anything!)
  • Securely stores unlimited revisions of your business’s essential files
  • Provides a full file history in the form of a revision log, accessible via RSS
  • Helps you track and organize documents as they move through your organization’s existing workflow
  • Each file gets a permanent, authenticated URL that always points to the latest version
  • Each revision gets its own unique url (e.g.,TPS-Report-revision-3.doc) accessible only to those you deem
  • Files are intuitively checked out and locked to prevent revisions from colliding
  • Toggle documents between public, private, and password protected with a single mouse click
  • Runs in-house or in the cloud
  • Secure: filenames are hashed on upload and files are only accessible through WordPress’s proven authentication system
  • Can move document upload folder to location outside of web root to further ensure government- and enterprise-grade security
  • Documents and Revisions shortcodes, Recently Revised Documents widget
  • Multisite and Windows (XAMPP) support
  • Multiple language support including French, Spanish and German (easily translated to your language)
  • Integration with Edit Flow, PublishPress or PublishPress Statuses.
  • Recently Revised Documents Widget, shortcodes, and templating functions for front-end integration

Features Available via the [Code Cookbook](https://github.com/wp-document-revisions/wp-document-revisions-Code-Cookbook)

  • Audit Trail – creates check in / check out audit trail for all documents
  • Taxonomy-based Permissions – allows setting user-level permissions based on a custom taxonomy such as department
  • Third Party Encryption – example of how to integrate at rest encryption using third-party tools
  • Rename Documents – changes all references to “Documents” in the interface to any label of your choosing
  • State Change Notification – how to use document api to allow users to receive notification whenever documents change workflow state
  • Bulk Import – how to batch import a directory (or other list) of files as documents
  • Filetype Taxonomy – Adds support to filter by filetype
  • Track Changes – Auto-generates and appends revision summaries for changes to taxonomies, title, and visibility
  • Change Tracker – Auto-generates and appends revision summaries for changes to taxonomies, title, and visibility
  • WPML Support – Integration with WPML

Security Policy

To report a security vulnerability, please email ben@balter.com.

Where to get help or report an issue

  • For getting started and general documentation, please browse, and feel free to contribute to the project documentation.
  • For support questions (“How do I”, “I can’t seem to”, etc.) please search and if not already answered, open a thread in the Support Forums.
  • For technical issues (e.g., to submit a bug or feature request) please search and if not already filed, open an issue on GitHub.
  • For implementation, and all general questions (“Is it possible to..”, “Has anyone…”), please search, and if not already answered, post a topic to the general discussion list serve

Things to check before reporting an issue

  • Are you using the latest version of WordPress?
  • Are you using the latest version of the plugin?
  • Does the problem occur even when you deactivate all plugins and use the default theme?
  • Have you tried deactivating and reactivating the plugin?
  • Has your issue already been reported?

What to include in an issue

  • What steps can another user take to recreate the issue?
  • What is the expected outcome of that action?
  • What is the actual outcome of that action?
  • Are there any screenshots or screencasts that may be helpful to include?
  • Only include one bug per issue. If you have discovered two bugs, please file two issues.

Links

Translations

Interested in translating WP Document Revisions? You can do so via Crowdin, or by submitting a pull request.

Useful plugins and tools

Permissions management

Taxonomy management

Email notification and distribution

Document workflow management

🚀 Automatic Install (Recommended)

  1. Log into WordPress Admin – Login to your WordPress site as an Administrator, or if you haven’t already, complete the WordPress installation
  2. Go to Plugins – Navigate to Plugins > Add New from the left menu
  3. Search – Search for “WP Document Revisions”
  4. Install – Click “Install Now” next to WP Document Revisions
  5. Activate – Click “Activate” to enable the plugin

📦 Manual Install

  1. Download – Get the latest version from WordPress.org or GitHub Releases
  2. Upload – Unzip the file and upload the “wp-document-revisions” folder to your /wp-content/plugins/ directory
  3. Activate – Log into WordPress admin, go to Plugins, and activate “WP Document Revisions”

💻 Developer Install

For development or contributing:

`bash

git clone https://github.com/wp-document-revisions/wp-document-revisions.git
cd wp-document-revisions
composer install –no-dev
`

⚙️ Requirements

  • WordPress: 4.9 or higher
  • PHP: 7.4 or higher
  • File Permissions: WordPress must be able to write to the uploads directory

🎯 Next Steps

After installation, you’ll find a new Documents menu in your WordPress admin. Start by:

  1. Creating your first document – Go to Documents > Add New
  2. Setting up workflow states (optional) – Go to Documents > Workflow States
  3. Configuring permissions – Review Settings > Document Revisions

Need help? Check our FAQ or get support.

A useful and flexible tool

By Chad Butler (cbutlerjr) on February 6, 2018

Ben Balter has put together a solid plugin that does a good job of maintaining documents for your WP install. The plugin works well, and functions as described. The plugin also has filter and action hooks which allow developers to integrate with the plugin without hacking it. It is also translation ready, something that a plugin must have for wide adoption. A five star plugin must be not only usable but flexible. WP Document Revisions meets that qualification. I hope Ben continues his ongoing development. It's good to see WP coding standards being implemented. Would be good to see more inline documentation for hooks, but that doesn't affect functionality at all so it's more of a want than a need. This is a good plugin with some good features. Unfortunately, there are some very old reviews that don't paint an accurate picture. Anytime you read a review, look at its age and compare that to the plugin (or theme's) current development. In this case, there has been active development in the time since some of the older reviews were written (and in my opinion, some of those other reviews are simply not justified).

nice plugin

By Gajendra (jenindra) on February 7, 2017

nice plugin

government jobs

Numbers in brackets show the issue number in https://github.com/wp-document-revisions/wp-document-revisions/issues/

3.7.0

  • NEW: Protect document revision deletion by Database cleaners that use WordPress API to delete them. (#364)
  • NEW: Filter ‘document_allow_revision_deletion’ to allow revision deletion by trusted plugins,e.g. PublishPress Revisions. (#364)
  • NEW: PublishPress support withdrawn as replaced by PublishPress Statuses.
  • NEW: Filter ‘document_validate’ to bypass structure validation for a specific document.
  • NEW: Filter ‘document_thumbnail’ used to override the thumbnail image size on document lists.
  • NEW: Image size post_thumbnail no longer created when theme does not create it; instead equivalent used on rendering. (#356)
  • FIX: Document revision limits not working in non-admin contexts (e.g. with PublishPress Revisions plugin). (#366)
  • FIX: Additional edge cases for revision deletion protection by plugin-managed operations. (#368)
  • FIX: Document slug sanitization to prevent invalid characters like whitespace in URLs. (#369)
  • FIX: Translations need to be called on ‘init’, not ‘plugins_loaded’.
  • FIX: Uploading twice between document saves creates orphan attachment on deletion (#353)
  • FIX: TypeError: window.WPDocumentRevisions is undefined (#348)
  • FIX: Ensure File descriptor of Document Upload includes subdir component. (#342)
  • DEV: Improved test coverage and compatibility testing for PHP 7.4-8.3 and WordPress 4.9+.
  • DEV: Updated REST API tests for compatibility with latest WordPress versions. (#347)

3.6.0

  • NEW: Integrate with PublishPress Statuses plugin for custom statuses. (#335)
  • NEW: Accessibility rules states that links to PDF documents should have visible references. Blocks have an explicit switch. (#322)
  • NEW: User pulldowns will show only relevant users. (#321)
  • NEW: Filter ‘document_post_thumbnail’ used to define the post-thumbnail image size (if not set by theme). (#339)
  • NEW: Filter ‘document_use_wp_filesystem’ used to serve document (instead of PHP readfile). Irrelevant if the file is compressed on output. (#320)
  • NEW: Filter ‘document_internal_filename’ for updating internal file name additionally passed the original name. (#319)
  • NEW: Filter ‘document_validate_md5’ to switch off attachment MD5 format validation. (#318)
  • NEW: Optionally stop direct web access to document files to force access only via WordPress. (#317)
  • NEW: If a role already has “read_documents” capability, do not touch capabilities on plugin reactivation. (#315)
  • NEW: Filter ‘document_home_url’ to allow changes to be made to it (used with WPML). (#329)
  • FIX: Ensure File descriptor of Document Upload includes subdir component. (#342)
  • FIX: Use with plugin EditFlow gives PHP 8.0 error. (#331)
  • FIX: Typo in description of default upload location. (#328)
  • FIX: Filter ‘document_revisions_owner’ withdrawn as parameter acted on (who) deprecated in WP 5.9. (#316)
  • FIX: Updates to document description do not enable the Submit button
  • DEV: JS scripts will be called with Defer in WP 6.3 onwards. (#314)
  • DEV: Review for WP Coding standard 3.0 (#313)

3.5.0

For complete changelog, see GitHub

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