Managing Document Versions in Project Assist

Last updated: March 12, 2026

Background

Project Assist with the new Document Crunch will include full Version Comparison as a dedicated feature, but until that release, teams working with multiple versions of the same document in Project Assist can follow a few best practices to ensure accurate, focused AI responses. When multiple versions of a document exist in the same project or folder, the AI may attempt to reconcile differences between them, which can result in longer, less targeted answers or responses that flag conflicts that have already been resolved. The guidance below helps you get the most accurate results from Project Assist in the meantime.

Things to Consider

  • Full Version Comparison functionality is coming to the new Document Crunch — the workarounds below are interim best practices only

  • The AI assigns auto-descriptions to documents and will attempt to understand version relationships, but this is not guaranteed — especially if document titles have changed between versions

  • Including outdated document versions in your Project Assist context may cause the AI to surface conflicts or differences that have already been addressed

  • At best, including multiple versions may produce longer or more confusing answers; at worst, it may direct you to resolve issues that no longer exist

  • The three approaches below are listed in order of most to least recommended

Steps

The following options are listed from most recommended to least recommended. Choose the approach that best fits your workflow.

Option 1: Select Only the Relevant Documents (Most Recommended)

  1. When starting a Project Assist chat session, do not select the entire project

  2. Instead, manually select only the specific documents you need — choosing only the latest version of each document

  3. Proceed with your chat as normal

    Tip! This is the most reliable method because it gives the AI the smallest, most precise set of documents to work with, reducing the chance of version-related confusion.

Option 2: Select the Entire Project, but Specify the Version in Your Prompt

  1. Select the entire project when starting a Project Assist chat session

  2. In your chat prompt, explicitly tell the AI which document version to focus on by referencing its exact document title

  3. Also instruct the AI to disregard earlier or outdated versions by name

    Example prompt: "Please focus on [Latest Document Title] and exclude [Older Document Title] from your response."

    Note: This approach relies on the document titles being clearly distinguishable. If titles are similar or have not changed between versions, the AI may still have difficulty differentiating them.

Option 3: Remove or Relocate Older Versions (Least Recommended)

  1. Before starting a Project Assist chat session, locate the older or outdated document versions in your project

  2. Either delete the older versions or move them to a separate folder that is not included in your Project Assist context

  3. Return to your project folder (now containing only the latest versions) and proceed with your chat

    Note: This option requires modifying your project structure and may not be appropriate in all cases, particularly if older versions need to be retained for reference. Use this approach only if the above options are not feasible.