One current version of each document
Every document in HeyJanet has one current version. When you upload a newer one with the same department, type, and title, it replaces the old one. See Uploading documents for how the match works.
What happens to the old version
It is not deleted. It is kept forever. Three things happen to it:
- It is marked Superseded.
- The file moves to an archive folder in your Drive.
- Its record moves to a separate history list.
Your AI is never given the archive or the history list. It works only from the current versions.
Why your AI cannot see old versions
Because the point is to stop it answering from last year’s price list.
If the AI could see every version, it would have to guess which one you meant. It would sometimes guess wrong, and you would not know. Keeping old versions out of its reach removes the guess.
The old versions are still there for you. They are for audits, disputes, and questions like “what did our policy say in March?” — questions a person answers by opening the archive, not by asking the AI.
Finding an old version
Open the archive folder in your Google Drive. Old versions are filed there by department, with their version number and date in the file name.
Going back to an old version
There is no undo button. To make an old version current again, download it from the archive and upload it again with the same title. It becomes the newest version, and the one it replaces moves to the archive.
After you replace a document
Your AI picks up the new version on its next question if you use Claude or ChatGPT. It opens documents from Drive as it answers.
If you use Perplexity, it works from copies of your files. Those copies do not update themselves. See Troubleshooting.