==Overview==
'''Versioning''' greatly reduces the work required to manage the regular changes that occurs in forms and applications. Versioning accomplishes this by allowing the creation of concurrent versions of applications and forms all using a common set of underlying fields. The result allows for the easy creation, modification, and testing of forms pre-launch. Another benefit includes Other benefits include the preservation of past forms values and appearance, allowing one admins to view previous form versions in their original format.
Before '''Versioning''' making and testing changes to applications and form forms could require a lot of workbe cumbersome, and to ensure a smooth transitions many organizations deploy deployed whole testing environmentsto manage these periods. These environments allowed organizations the ability to build new applications and forms, and thoroughly test them before promoting these the changes to into the live production environment. Although '''Versioning''' does not eliminate the need for testing environments, organizations who regularly change or update requirements on applications can now manage this process with within the '''Versioning''' feature set.
Note: '''Global Administrator''' privileges are required to configure this setting.
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, give . This process includes giving the version a name and description, select 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===
# :1. Select the '''Application Name''' (from , the dropdown) and list will include all application forms within the system.:2. Select the '''Entity Level''' (from , this dropdown) that list will allow the selection of the Level 1, 2, or 3 to make up the field-set that you wish to capture.# ::[[Image:Version_objects_entity.png|link:|500px]]: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.::[[Image:New_version_window_after_save.png|link:|500px]]
'''Note:''' You may want to capture fields-sets from the Level 1 , Level 2, and Level 3. In this case you will repeat the Level 2steps above and create additional "Version Objects" line to capture any additional objects, activities, or transactions.
Now that you You have enabled Versioning enabled and created your first snapshot by . By default your Current Version is the baseline version you created in the step above. You can verify you 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.
::[[Image:Current_version.png|link:]]
:5. The current version is displayed.
# Navigate to the UTA# Click on the UTS Settings icon# Click on the Level 1 tab# In the '''UTA PropertiesNote:''' section locate 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 '''Current VersionSave''' field.# The current version is displayedbutton at the bottom of the window.
: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, there will be a new field added to the Level 1 and Level 2 Custom Fields page. [[Image:Select_custom_field_version.png|link:|700px]] Notice the '''Version''' field added next to the '''Field Class''' field. The '''Version''' field 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 Versioningtesting. ===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.
Once Versioning is enabled, there will be a new field added to the Level 1 and Level 2 Custom Fields page. Notice the '''Version''' field added next to the '''Field Class''' field. The '''Version''' field 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 Deleting fields from versions that are available. Here is where you will switch between not the "Baseline" application versionbaseline, will only remove those fields from the current application specific version, and the new application you are building editing and testingnot other versions.
===Editing fields in Versions===
It is very important :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 always double-check 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. ==Viewing changes to the Version== 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. [[Image:Viewing_changes_to_version.png|link:|800px]] :4. Click '''Set''' :'''Always be carefulNote:''' when deleting Toggling between different versions from this page will allow you to easily flip between the existing form and your modified version. ==Creating a new field== Best practice for creating new fields from are to add them to the baseline versionfirst. 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, as deleting these 2, or 3:4. Click on the '''Custom Fields" link:5. Click on the '''+''' icon to add a '''New Field''':6. Add all fields will delete them from all associated applications and formsrequired to create the new field. Deleting For details on creating custom fields from versions click '''[[Creating Custom Fields|here]]'''. ===Adding new field to existing Version=== Add a new field that are not 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 only remove those include any newly added fields from 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. ==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 specific version you are editing 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 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 not other versionsform you want to bulk update:[[Image:Batch_update_version_checkmark.png|link:|600px]] :3. Click on the '''Batch Update''' icon:[[Image:Batch_update_icon.png|link:]]
:4. From the '''Update version to:''' drop down field, select the new version
:5. Select the '''Batch Update''' button
:[[Image:Batch_update_window.png|link:|600px]]