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Manage Version Fields

Updated

Versioning, also known as SmartVersioning, enables concurrent versions of applications and forms that share a single set of underlying custom fields. Each version captures a snapshot of the fieldset at a specific point in time, so multiple versions of the same fields can exist at once. Managing version fields includes editing, deleting, and comparing custom fields within a version, as well as creating new fields and adding fields to existing or previous versions.

Who: System administrators

When to Use Version Fields

Use version fields to:

  • Edit an existing custom field's settings within a specific version.
  • Delete custom fields from a version.
  • Compare field settings side by side between two versions.
  • Add newly created fields to an existing version.

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Edit Fields in a Version

When versioning is enabled for a UTA/module, the custom fields list includes a Version combo box in the upper right corner. Use this combo box to switch between concurrent versions and edit fields for each version independently.

To edit fields in a specific version:

  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 Level 1, Level 2, or Level 3 tab.
  4. Click Custom Fields.
  5. Click the Version field in the upper right corner, and select the version with the fields to edit.
  6. Click the edit [pencil] icon to the left of the custom field name you want to edit.
  7. Click the relevant settings to update, enter the necessary edits, and then click Save.
NOTE  Edits made to a field apply only to the version currently selected in the Version combo box, except when editing the core fieldset, which affects all versions.

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Delete Fields in a Version

⚠ WARNING  Always verify which version is active before deleting fields. The active version is shown in the Version combo box in the upper right corner of the custom fields page.

Deleting fields from the core fieldset removes those fields from all associated applications and forms. Subsequent snapshots will not include the deleted fields, and previously stored values for those fields will no longer be accessible.

NOTE  The core fieldset accumulates retired or unused fields over time. Including RETIRED or DEPRECATED in a field's description makes these fields easier to find and remove when creating a new version. For drop-down and checkbox fields, retiring individual options in the core fieldset keeps the list of values consistent across all versions.

Deleting fields from a version removes those fields from that version only. The fields remain intact in all other versions.

To delete a field from a version:

  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 Level 1, Level 2, or Level 3 tab.
  4. Click Custom Fields.
  5. Click the Version field in the upper right corner, and select the version with the fields to edit.
  6. Check the checkbox next to each field you want to delete.
  7. Click the Delete [trash] icon that appears in the top row of buttons.

The checked custom fields will be deleted.

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Compare Fields Between Versions

Use the Diff button on a custom field edit page to compare field settings between two versions side by side.

To compare fields between versions:

  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 Level 1, Level 2, or Level 3 tab.
  4. Click Custom Fields.
  5. Click the edit [pencil] icon to the left of the custom field you want to compare.
  6. Locate the Active Version field and the Version field in the upper right corner, and click Diff to the right of the Version field.

A Version Comparison modal appears, displaying settings for two versions side by side.

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Create a New Field

It is recommended to add new fields to the core fieldset first. This makes the field available to all versions after the next snapshot is taken.

To create a new field:

  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 Level 1, Level 2, or Level 3 tab.
  4. Click Custom Fields.
  5. Click the Version field, and select Core Fieldset from the drop-down menu.
  6. Click the New Field [+] button.
  7. Enter the required fields to create the new custom field, and then click Save.

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Add or Update Individual Fields in a Previous Version

Use this procedure to add a new field to a previous version or to update an individual field without taking a full snapshot that could apply unintended changes to other fields in that version.

To add or update individual fields in a previous version:

  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 Level 1, Level 2, or Level 3 tab.
  4. Click Custom Fields.
  5. Check the checkbox next to at least one custom field to copy to a previous version.
  6. Click the Copy to Other Versions icon.
    • A Copy to Other Versions modal appears. 
  7. Locate the Version field and check the checkbox next to the relevant version to update.
    • Check Select All to apply to all previous versions.
  8. Locate the Field Already Exists option, and click Update to apply changes to the field if it already exists in the selected version, or click Ignore to skip fields that already exist.
  9. Click Submit.

The modal refreshes and displays Alert Update Completed when the field has been successfully added or updated in the selected version.

NOTE  It is not possible to copy a version into the core fieldset. This is a one-directional process. Fields added directly to a version, rather than the core fieldset, will not appear in later versions or in list views and reports. It is recommended to add new fields to the core fieldset first, and then copy them to the specific version that needs them.

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