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Set Up Versioning

Updated

Versioning, also known as SmartVersioning, enables the creation of concurrent versions of applications and forms that share a single set of underlying custom fields. Versioning begins with a core fieldset that contains all fields across all application and form versions, even fields that are no longer used or deprecated. Each version captures a snapshot of the underlying fieldset at a specific point in time, allowing multiple versions of the same set of fields to exist in a single location.

When a new version is created, Versioning captures a snapshot of the current fieldset, which becomes the foundation for the new version. This enables system administrators to test and use a new version before deploying it, without altering previous versions or requiring a separate test-to-production environment.

Who: System administrators

When to Use Versioning

Use Versioning when:

  • Creating a new version of an existing application or form to support a new grant cycle, time period, or field configuration.
  • A progress report or form needs to change without affecting previously submitted records.
  • Activating a new version for a specific UTA/module.

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How Versioning Works

The general process for versioning is as follows:

  1. Create a baseline version by capturing a snapshot of the core fieldset before making any changes.
  2. Batch update all existing UTA/module records to the baseline version.
  3. Make the baseline version the active version.

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Create a Baseline

A baseline captures a snapshot of the core fieldset before making any changes. To create a baseline:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the System Configuration section, and click SmartVersioning.
  3. Click the New Version [+] button.
  4. Click the Name field and enter a name for the version, enter other details, and then click Save.
    • Additional fields will open on the screen.
  5. Click the Select Application field, and select the application whose fields you want to include in this version.
  6. Click the Entity field, and select the relevant entity.
  7. Click Take Snapshot.
    • A confirmation message appears. 
  8. Click Yes. 
    The Version Objects section refreshes and displays a timestamp confirming the snapshot was taken. The fields included in the snapshot constitute the baseline for this version.
NOTE  A snapshot does not activate the version. The version will not apply to new submissions until you activate it. 
NOTE  Capture field sets from all entity levels (Level 1, Level 2, and Level 3) if those levels are interrelated. Repeat the steps above to add additional versions for each level.

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Find the Current Version

To confirm which version is currently active for a UTA/module:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the tab for the level to confirm the version: the second tab from the left for Level 1, the third tab for Level 2, and the fourth tab for Level 3.
  4. Locate the Features and Options section and then view the Current Version field. 
    • This field displays the version currently active for the UTA/module.
NOTE  To change the active version from this view, select a different version from the drop-down menu, click Activate, and then click Save. 

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