---
title: "Creating a New Version of Handbook"
slug: "creating-new-handbook-version"
status: "update"
updated: 2026-10-28T00:32:32Z
published: 2026-10-28T08:00:00Z
canonical: "ims-handbook.cenosco.com/creating-new-handbook-version"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://ims-handbook.cenosco.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Creating a New Version of Handbook

Take note

With each new release, we need to create a new Handbook version. When creating a new version of the Handbook, it is of utmost importance to create a backup of the oldest available version. This is because we only have the ability to create six versions, and you will need to delete the oldest version for the system to allow you to create a new version.

## Backing up the Oldest Version

To back up the oldest version:

1. Create an offline html version to share with clients as needed (see [Offline documentation](https://docs.document360.com/docs/offline-documentation)):
  1. Click on the *Content Tools* button**.**
  2. Select **Import & export project**. If you only see Templates, expand the section by clicking the arrow to see the rest of the options.
  3. Click **Start Export**.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-WQ2HK0ZA.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. In the dialog that pops up, select **HTML (Offline Documentation)**.
2. Select **All** under **Include new or modified articles** in.
3. Select the oldest Workspace - the one that you plan to delete (in this case it is v2024.3). Note the order is not chronological, but alphabetical.
4. Ensure that **Include media files** is checked.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-DZ3QKOWD.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Click **Export**.
2. Download when the file when done.
3. Rename to reflect the Workspace name + html.
4. Upload the file to the [PKM SharePoint](https://cenosco.sharepoint.com/sites/ProductManagementTeam-TechnicalWriting/Gedeelde%20documenten/Forms/AllItems.aspx?id=%2Fsites%2FProductManagementTeam%2DTechnicalWriting%2FGedeelde%20documenten%2FHandbook%20Backups&sortField=Modified&isAscending=false&viewid=28f01b94%2Dd00c%2D45ce%2Db918%2Db054d522c5ae&d=w333c53813d4943e6a9716c527a6017fb&csf=1&CID=d5a6115a%2D6e33%2D497d%2Dbdef%2Ddfbc9ee64111&FolderCTID=0x01200017A1736C287E2544B1AEBB49FA274FD7) page.

1. Create a JSON zip file of the whole project (see [Export project as a ZIP file - JSON](https://docs.document360.com/docs/exporting-your-document360-project-as-a-zip-file-json)):
  1. Repeat steps 1 to 3 above.
  2. In the dialog that pops up, select the oldest workspace.
  3. Select **All** under **Include new or modified articles** in.
  4. Ensure that **Include media files** is checked.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-YQLH7FLP.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Click **Export**. Export desired Project. The Project that you selected will be exported as a **.zip** file.
2. When done, click **Download**.
3. Rename to reflect the Workspace name + JSON.
4. Upload the file to the [PKM SharePoint](https://cenosco.sharepoint.com/sites/ProductManagementTeam-TechnicalWriting/Gedeelde%20documenten/Forms/AllItems.aspx?id=%2Fsites%2FProductManagementTeam%2DTechnicalWriting%2FGedeelde%20documenten%2FHandbook%20Backups&sortField=Modified&isAscending=false&viewid=28f01b94%2Dd00c%2D45ce%2Db918%2Db054d522c5ae&d=w333c53813d4943e6a9716c527a6017fb&csf=1&CID=d5a6115a%2D6e33%2D497d%2Dbdef%2Ddfbc9ee64111&FolderCTID=0x01200017A1736C287E2544B1AEBB49FA274FD7) page.

## Deleting the Oldest Version

Once the oldest version of the Handbook is backed up, proceed to delete it:

1. Click on the *Settings* button in the bottom-left corner of the screen.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/Screenshot_0.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

Click on the Settings button.

1. Click **Localization & Workspaces**.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/Screenshot_14(1).png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

Click Localization & Workspaces.

1. Find the oldest version and click on the *Delete* button.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/Screenshot_15(2).png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

Click on the Delete button to delete the oldest version of the Handbook.

## Creating a New Version

Once the oldest version is deleted, you can proceed with the creation of the new one. To create a new version:

1. Click on the **New Workspace** in the upper-right corner in the Settings \ Workspaces & localization.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-U46UFAYP.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Enter the **Name** of the new version.

Note

The naming convention for the new version should be in the format of vCurrentSoftwareReleaseNumber. For example, v4.11.

The **Slug URL** will be entered automatically and will be identical to the Name.

1. Remove the dot (.) in **Slug URL**, for example make it v411.

> [!CAUTION]
> Warning
> 
> Never replace the dot (.) with a dash (-) in the URL. Doing so will cause issues and make links in the new workspace point to the old workspace instead!

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-Q343C3GJ.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Check the **public** and **Main Workspace** boxes under **Workspace status**.

Note

To designate the created version as the Main one and to have it automatically open when the Handbook is opened, you need to also add the "Main" label. This is important, as otherwise this latest version will no open by default and we may accidentally start editing the wrong version. This updates will not show in this new version.

1. Check **Beta** to label the version as Beta.

> [!NOTE]
> Note
> 
> Remove the Beta version after the final release notes are published.

1. Select the newest **Base Workspace** from where you want to copy the content to the new workspace. This should be your most recently created workspace.
2. Make sure that under **Internal links**, **New** is selected.
3. Make sure **Include mirrored articles** is selected.
4. Click **Add.**

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-932Q96PV.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Wait for the system to finish creating the new version.

### Disabling Status Labels

When the new version is created, you will need to disable the labels so that all the copied articles don't get the New article label.

To disable the labels:

1. Switch to the newly created version by clicking on the *Documentation* button in the left sidebar and selecting the newest version from the drop-down menu at the top.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-27J205SI.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Click on the *Settings* icon.
2. Click on **KNOWLEDGE BASE SITE**.
3. Click on **Article settings**.
4. Scroll down to the **Category manager** section.
5. Find the **Auto set article status** option.
6. Click on the Switch *On/Off* button so that it shows **Off**.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-VEP3LI3O.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

### Hiding Articles

Before bulk publishing all the articles, check for New articles articles in the previous version. Note that they will also be published when you do the bulk publication. If you want these articles to remain hidden from the readers in the newest version, ensure that they are hidden in the newest version.

To check for New Articles articles:

1. Navigate back to the previous version of the Handbook.
2. Click on **All articles**.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-XLLS5HQ1.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Click on **Filter**.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-ARYHWY6F.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Under **Status** check **Unpublished** and **Draft**.
2. Click **Apply**.
3. Check if each of the listed articles needs to be hidden or can be published.
4. Hide the applicable articles in the new version.
5. To find the Hidden articles, from the Filter drop-down menu, select **Visibility** and then **Hidden**.

Remember to unhide these articles again later, when you finished working on them and when you really want to publish them.

> [!WARNING]
> Caution
> 
> Remember to unhide these articles again later, when you finished working on them and when you really want to publish them.

### Bulk Publishing Articles

To Bulk publish the articles:

1. Navigate back to the new version of the Handbook \ Documentation \ All articles.
2. Check the **Title** checkbox to select all articles on the page.
3. Click **Select all** to select all articles in the Workspace.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-C4V0TRTC.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Click **Publish**.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/image-XN5X818T.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. In the pop-up add a comment and click **Publish**.
2. Check if all the articles were published, including the category pages.
3. If category pages aren't published, you will have to publish them manually. See an example of a [Category page](https://ims-handbook.cenosco.com/v414/docs/step-1-define-the-asset).
4. Test the link to confirm the URLs were updated correctly.

### Enabling Status Labels

The labels that you disabled in one of the previous steps need to be enabled again.

> [!WARNING]
> Caution
> 
> If you forgot to [disable](/v414/docs/creating-new-handbook-version#disabling-status-labels) the status labels earlier, the best course of action is to delete the new workspace and start over. Alternatively, you’ll need to remove all the labels afterward, which can be time-consuming, as the bulk action does not work reliably.

To enable the labels:

1. Return to the Settings \ KNOWLEDGE BASE SITE \ Article settings. See [Disabling Status Labels](/v4-13/docs/creating-new-handbook-version#disabling-status-labels).
2. Scroll down to the **Category manager** section.
3. Find the **Auto set status** option.
4. Click on the Switch *On/Off* button so that it shows **On**.

### Adding new Categories to Reader Groups

Not all the readers have access to all the articles in the Handbook. This is something the should always be done after a new version of the Handbook was created or any time a new article is created in an existing version.

To ensure that readers only have access to the articles that you want them to see, add the applicable categories to each of the Reader Groups.

1. In the sidebar, click on *Settings.*
2. In the left menu, click **USERS & SECURITY**.
3. Click **Readers & groups**.
4. Select a group and click the Edit button.

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/pic%201-FPRI9QAM.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. In the bottom click **Manage content access** .

![](https://cdn.document360.io/e492a0e0-a4ba-4aca-8fc6-76b95f91fdf3/Images/Documentation/pic%201-91ML6O2Z.png?sv=2026-02-06&spr=https&st=2026-10-28T09%3A24%3A16Z&se=2026-10-28T10%3A24%3A16Z&sr=c&sp=r&sig=XfU6M1JlLtGr82iH5MdG83H3cBpN0VswBBXqEXhf1po%3D)

1. Click **xx categories selected**.
2. Select / Unselect the categories in the latest version, that you want to give the reader group access to.

Caution

- When you select the version, all categories and their subcategories will be selected by default. But when you uncheck a category the subcategories underneath this will remain selected. So make sure to confirm that the relevant subcategories have been checked / unchecked!
- If you only need to select a few categories, then it is easier not to select the whole version, but rather only select on category level.

1. When done, click **Apply & Continue**.
2. Click **Update**.

Different user groups have access to different article categories.

| Reader group | This group provides access to: |
| --- | --- |
| All Customers | - All IMS products and all versions. - “Knowledge Documentation” section under “Cenosco Reference Library” - select this top Category as well so that the index is included, but don’t select any other Categories. - Release Notes - BUT all sections with limited access are excluded. Excluded: - The “Shell Support documentation” section under “User Support”. - Hydrocor. - Shell Specific. - MiRO Specific. - Borealis Specific - CAPS2025. - Cenosco Reference Library (except “Knowledge Documentation”). - Internal Support. - Partners. - Editor's guide. Note: This group basically need to be assigned to all readers (except CAPS2025 users (as they don't use IMS), and Cenosco (as they have access to the complete knowledge base)). |
| NOVs | - The “Shell Support documentation” section under “User Support”. - Hydrocor - Shell Specific. Note: Users assigned to this group should also be assigned to the "All Customers" group. |
| Shell | - The “Shell Support documentation” section under “User Support”. - Hydrocor. - Shell Specific. Note: Users assigned to this group should also be assigned to the "All Customers" group. |
| CAPS2025 | - CAPS2025. - IMS Dashboards. - IMS Reports. - IMS Queries. - User Support (including “Shell Support documentation”) Note: Users assigned to this group should not be assigned to "All Customers" as they do not use IMS. |
| Cenosco | - The complete Knowledge Base. |
| Partners | - Partners. Note: Users assigned to this group should also be assigned to the "All Customers" group. |
| MiRO | - MiRO Specific. Note: Users assigned to this group should also be assigned to the "All Customers" group. |
| Borealis | - Borealis Specific. Note: Users assigned to this group should also be assigned to the "All Customers" group. |
| S-RBI Recommendations (incl Degradation Modules) | - “S-RBI Methodology Recommended Practices” under “Cenosco Reference Library”/”Recommended Practices”. - “S-RBI Degradation Modules” under “Cenosco Reference Library”. Note 1: Users assigned to this group should also be assigned to the "All Customers" group. Note 2: All non-Shell users should be in this reader group. |
| Cenosco Reference Library (future group) | - Complete Cenosco Reference Library. Only clients that sales / Rowan has specified. Note: Users assigned to this group should also be assigned to the "All Customers" group. |

Warning

With each new release, we need to create a new Handbook version. When creating a new version of the Handbook, it is of utmost importance to [create a backup](/v4-13/docs/creating-new-handbook-version#backing-up-the-oldest-version) of the oldest available version. This is because we only have the ability to create three versions, and you will need to delete the oldest version for the system to allow you to create a new version.