Search, Versions, and Restore
As a project grows, finding the current document in the correct workspace and project becomes as important as creating it. Use search, version history, archive, trash, and restore together so an old or same-name document is not mistaken for the current standard.
Narrow the scope first
Show me the workspaces and projects I can access.
In [project name] in [workspace name], find documents related to [keyword].
When names are similar, always include the workspace. Materials outside the connected user's permissions do not appear in results.
Search the project structure
Show me the folders and documents in [project name].
A structure that separates context and decisions, work in progress, reviews, deliverables, and references makes search results easier to judge.
Compare search results
Check the workspace and project, document title and type, folder location, last change, relevant content, and whether another document serves the same purpose.
Show me the candidates. Do not change any document yet.
Global search covers accessible project document titles and content. Search inside a specialized document—such as ERD tables or columns—serves a different purpose.
Identify the current standard
Compare the two documents' locations, purposes, latest changes, and why either appears to be the current standard.
The newest document is not automatically the source of truth. Check the project context, confirmed decisions, and human review record.
Review recent activity
Separate recent activity in this project into actions performed by people and actions performed by Agents.
Activity helps locate comments, questions, and Kanban changes, but it is not a complete audit log or a substitute for current content. Reopen the original document, card, or version.
Check versions
Show me the recent versions and changes for the Project Context document.
Review who changed what and when, whether the reason appears in a decision or comment, and whether related deliverables were updated.
Compare before restoring
Restoring changes the current document. Compare the current version with the target version first.
Show me the differences between the current version and version [number].
Check whether later valid decisions would disappear, whether other documents now depend on the current version, and whether reapplying only selected content is safer.
Restore a version
Restore the Project Context document to version [number].
Reopen the result and confirm its key content and new version. Record the reason for restoration in a comment or source-of-truth document when useful.
Restore archived or deleted items
If a document, folder, or project is missing, inspect both archive and trash. Check for an active item with the same name before restoring.
Find archived or deleted items related to [name] in this project. Do not restore anything yet.
Restore only the confirmed target.
When a document is missing
Check the account, workspace, same-name project, access permission, move or rename history, search scope, archive, and trash. Version retention and restoration range depend on the plan you use.
Next, go to Review, Notifications, and Sharing.