Versioning

This article will explain how you can implement this feature for use on your SmartSimple system.

Overview

Versioning (also referred to as SmartVersioning) is a SmartSimple function that allows you to make concurrent versions of applications and forms while using a common set of underlying fields. 

Benefits of Versioning:

• Greatly reduces the work required to manage the changes that occur in forms and applications
• Easy creation, modification, and testing of forms prior to going live 
• Preservation of past forms' values and appearance, allowing System Administrators to view previous form versions in their original format

 You must be a user with SysAdmin privileges to configure the Versioning setting in your system. 

Contents

Configuration - Essentials

How Versioning Works

Versioning works by first capturing all of the underlying fields that make up an application or form - this total set of fields is the "baseline." The baseline set of fields contains all of the fields in all application and form versions. The first step in using Versioning is to create a new "version" - this process includes giving that version a Name, Description, selecting the Application Name and Entity that contains the field-set, and taking a Snapshot of the field-set which creates the baseline. 

Follow the steps below to create the baseline. 

Create a New Version

1. Click on the 9-square menu icon on the top right of your page.

 

2. Under the heading Configuration, select Global Settings.

3. Under the heading System Configuration, click the hyperlink SmartVersioning.

Any existing versions that have already been created in your system may be listed here. If you want to edit these, simply click the pencil icon to the left of each version name.

4. To create a new version, click the + icon on the top left. 

5. The New Version form will be displayed. Fill out the fields of this form.

Getting Started and Taking a Snapshot/Creating a Baseline

Versioning works by first capturing all of the underlying fields that makes up an application or form. We call this total set of fields the "baseline". The baseline set of fields contains all fields in all application and form versions. The first step in using Versioning is to create a new version. This process includes giving the version a name and description, selecting the Application Name and Entity that contains the field-set, and taking a snapshot of the field-set which creates the baseline. Follow the details steps below to create the baseline.

Create a new Version

3. Click on the "+" icon to create a new version.

4. The New Version window is displayed.

5. Give the Version a Name and Description, when done click Save.

Note: Naming versions with clear and appropriate titles and descriptions will great assistance when using Versioning. Clearly name the baseline version so that it is differentiated from the future versions (ex. Baseline General Application). It may be useful to name application and form versions based on their period name (ex. 2016 Q1 General Application).

Take a Snapshot/Create a baseline

Once you've created a new Version, the Version Objects section is displayed. This section allows you to select the Application Name and Entity and take a Snapshot. The snapshot captures all fields contained in the selected form or application to the newly created version. The baseline is also created by taking a snapshot.

1. Select the Application Name, the dropdown list will include all application forms within the system.

2. Select the Entity Level, this dropdown list will allow the selection of the Level 1, 2, or 3 to make up the field-set that you wish to capture.

3. Click the 'Take Snapshot'.

4. Click Save.

5. After clicking the Save button, the window will capture the created on and modified by details as well as display the Version Objects fields.

Note: You may want to capture fields-sets from the Level 1, Level 2, and Level 3. In this case you will repeat the steps above and create additional "Version Objects" line to capture any additional objects, activities, or transactions.

Finding the Current Version

You have enabled Versioning and created your first snapshot. By default your Current Version is the baseline version. You can verify the current version at any time by following the steps below:

1. Navigate to the desired UTA

2. Click on the UTA Settings icon

3. Click on the Level 1 tab

4. In the UTA Properties section locate the Current Version field.

5. The current version is displayed.

Note: To change the current version, click on the dropdown menu and select the new version you would like to activate, then click the "Activate" button, and finally click the Save button at the bottom of the window.

Custom Fields and Versioning

Once Versioning is enabled against a UTA object, then the list of Custom Fields will include be an indication of the "Active Version" at the top alongside a Version combo box.

The Version combo box contains the name of the version of the application or form that you are currently editing. It is this field that allows you to switch between the different concurrent versions that are available. Here is where you will switch between the "Baseline" application version, the current application version, and the new application you are building and testing.

The individual Custom Field Setting page will also include be an indication of the "Active Version" at the top alongside a Version combo box.

There will also be a Set button to allow users to edit fields in a specific version, and a Diff button to allow users to compare fields in one Version with another version.

Deleting fields in Versions

It is very important that you always double-check the version that you are editing. Always be careful when deleting fields from the baseline version. Deleting fields from the baseline will delete those fields from all associated applications and forms. Any new snapshots that are taken afterwards will not include the deleted fields. Also deleting fields from baseline will remove your ability to reference those fields and their values removing the ability to use the previously stored values.

Deleting fields from versions that are not the baseline, will only remove those fields from the specific version you are editing and not other versions.

Editing fields in Versions

1. Navigate to the desired UTA

2. Click on the UTA Settings icon

3. Click on the appropriate Level 1, 2, or 3

4. Click on the Custom Fields" link

5. From the Version dropdown option, select the Version that you will be editing

6. Click Set

7. Make any required changes to the version your are working on (remember that these edits will only affect the current version you are editing, unless you are making changes to the baseline version.

Compare fields in Versions

1. Navigate to the desired UTA

2. Click on the UTA Settings icon

3. Click on the appropriate Level 1, 2, or 3

4. Click on the Custom Fields" link.

5. Select the versions to be compared from the 2 drop-downs.

6. The screen should automatically refresh and show the custom field settings for the 2 versions side-by-side.

Creating a new field

Best practice for creating new fields are to add them to the baseline version first. This makes the new field available to all versions once an update snapshot is taken.

1. Navigate to the desired UTA

2. Click on the UTA Settings icon

3. Click on the appropriate Level 1, 2, or 3

4. Click on the Custom Fields" link

5. Click on the + icon to add a New Field

6. Add all fields required to create the new field. For details on creating custom fields click here.

Adding all new field to existing Version

Add all new field that has been added to the baseline to an existing version by updating the Versions snapshot.

This will update the field-sets that comprise the selected Version and will include any newly added fields added to the baseline since the last snapshot.

See the section above titled: Take a Snapshot/Create a baseline for details on taking a snapshot.

Add / update individual fields to Older Version

Sometimes a user may wish to apply a new custom field to an older version, or to apply changes made in single field, without taking a snapshot that would apply unwanted updates in other fields to the old version.

The Copy to Older Version option will allow users to do this.

This is available against all UTA custom field lists, but only appears once at least one field has been selected.

If you select some custom fields and click on the Copy to Older Version button then you are presented with the Copy to Older Versions screen.

Users select the version (or versions) that the field, or edits, should be added to from the Version drop-down list.

If this is a brand new field then it will automatically be added to the selected Versions.

If the field already exists on the selected versions then updates will only occur if users select the Update option from the If field already exists setting. If users leave it as Ignore then the changes will not be applied.

Users must then click on the Submit button, and should a confirmation message to indicate that the changes have been applied.

Viewing changes to the Application/Form

The changes that have been made to a version view can be viewed by opening the application or form and selecting the appropriate form document.

1. Navigate to the desired UTA

2. Open the desired application / form

3. From the Version dropdown option, select the version you with to view.

4. Click Set

Note: Toggling between different versions from this page will allow you to easily flip between the existing form and your modified version.

Activating a new Version

1. Navigate to the desired UTA

2. Click on the UTA Settings icon

3. Click on the appropriate Level 1, 2, or 3

4. Under the UTA Properties section, locate the Current Version field.

5. From the dropdown options select the version you wish to make active.

6. Click on the Activate button.

7. Click Save.

Note: Once an application or form is made active all new submissions will be completed and associated with the current version. Past submissions will retain their original version information.

Batch updating records to Versions

To update many different applications and forms to a new version, first start by creating the new version, then use the batch update feature to update as many applications and forms as desired.

1. Navigate to the desired UTA

2. Add a check mark to the check box for each application and form you want to bulk update

3. Click on the Batch Update icon

4. From the Update version to: drop down field, select the new version

5. Select the Batch Update button

Conditional Versioning

Conditional Versioning allows for a customized version of an application or form to be displayed to specific users based on conditions you set.

Conditions can include (but are not limited to):

• Geography
• Role
• Organization type
• Gender
• Age
• Past Activities
• Many, many more

Conditions can also be based on the individual fields that make up an application or form. Any field can be the basis of a condition.

Each Version has a Condition field. In the example below the condition looks at Country field value entered against the current users profile, and will only display the current version if the Country is not set to Canada.

Also See

Versioning - Why?

Click here to learn why this feature is a benefit to your organization.