Activate and Update Versions

Versioning, also known as SmartVersioning, enables system administrators to create concurrent versions of applications and forms that share a single set of underlying custom fields. Each new version captures a snapshot of the current fieldset, allowing administrators to test and use a new version before deploying it, without altering previous versions or requiring a separate test-to-production environment. Administrators can preview how a version appears, activate it for use, update existing records to a new version, and display versions conditionally based on criteria such as role or geography.

Who: System administrators

When to Activate and Update Versions

Activate and update versions when:

• Previewing how a version will look to applicants before making it active.
• Testing a new version before deploying it, without disturbing previous versions or needing a separate test-to-production environment.
• Moving a batch of existing applications or forms onto a newer version after that version has been created.
• Showing a specific version of a form to certain users automatically, based on criteria such as country, role, or record type.

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View Version Changes

To preview how a version appears to applicants, open the application or form and switch between versions using the Version drop-down menu.

To view version changes:

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. Locate the Tools section, and click Form Preview to open the desired application or form.
5. Click the Version field  in the upper right corner, and select the version you want to view from the drop-down menu.

Switching between versions shows how each version of the form appears from the applicant's perspective.

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Activate a New Version

Activating a version makes it the current version for a UTA/module. All new submissions after activation are associated with the active version. Previous submissions retain their original version.

To activate a new 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. Under the Features and Options section, click the Current Version field, and select the version you want to activate from the drop-down menu.
5. Click the Activate button.
6. A confirmation message appears. Click Yes.
7. A second confirmation message indicates the activation was successful. Click OK.

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Batch Update Records to a Version

To update multiple applications or forms to a new version at once, use the Batch Update feature after creating the new version.

To batch update records to 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. Check the box next to each application or form you want to update.
3. Click the Batch Update icon. A Batch Update modal appears.
4. Check the boxes next to the fields to update. 
   • As checkboxes are checked, drop-down menus appear in the modal.
5. Select the desired options from the drop-down menus, or click the Lookup [binoculars] icon to search, and then click Update.

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Configure Conditional Versioning

Conditional Versioning displays a specific version of an application or form to users based on predefined conditions. Conditions may be based on geography, role, organization type, record type, age, or the value of individual fields within the application or form. Any field can serve as the basis for a condition.

To configure conditional versioning:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and click the System tab.
2. Locate the System Configuration section, and click SmartVersioning.
3. Click the edit [pencil] icon to edit an existing version, or click the New Version [+] button to create a new version.
4. Click the Condition field and add the appropriate syntax.

For example, a condition can evaluate the value of the country field against the current user's profile. The condition displays the version only when the country matches a specific value, or only when it does not.

New syntax: {{me.country}}="United States" or {{me.country}}!="United States".

Old syntax: "@me.country@"="United States" or "@me.country@"!="United States".

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