Form Template Versions
A form template is filled in through its versions. Each version is a complete form design with its own set of entries, and only one version of a template can be published at a time. This guide explains when to make a new version, how to publish and unpublish, and what the version menu does.
Before You Start
- Managing versions needs the Admin or Form Manager role. See Role Matrix.
- Know the one rule that shapes everything here: a version that is published, or that holds entries, opens in the Designer in minor edit mode. Labels, options, PDF settings and styling can change; elements cannot be added or removed, because the entries already captured depend on them. See FAQ: Why Does My Form Open in Minor Edit Mode in the Designer?.
How versions work
- A new template starts with v1. Every new version is a copy of an existing one and gets the next number.
- Each version keeps its own entries. An entry never moves to another version. To see entries across versions, select All Entries on the template page or use the Home views.
- One version is published at a time. Publishing another version unpublishes the current one in the same act.
- App users only ever see the published version. An activity template can lock a specific version with Override, see Create Activity Template.
- Make a new version whenever the change is structural: new or removed elements, a changed data table. Stay on the current version for wording, options and layout, which minor edit mode allows.
Steps
Create a new version
- Open Templates > Form Templates and select the template's row to open it. The Versions list is in the left panel.
- Select New Version at the bottom of the list. The new version is a copy of the latest one and is placed at the top of the list. From Zegeba 4.13 it is selected as soon as it is created, so you carry straight on.
- To start from an older version instead, open that version's ⋮ menu and select Duplicate Version.
- Select Design. The new version opens with every design feature available, since it is unpublished and has no entries.
Publish a version
- Select the version in the Versions list.
- Use the publication button at the top right to set it to Published. If another version was published, it is unpublished automatically.
The Live version column in the Form Templates table shows the new number, and app users get the version at their next sync. Entries already captured in the previous version stay with that version.
Unpublish a version
Select the version and use the same button to Unpublish it. Nobody can start the form in the app while no version is published, and entries already captured are kept. Unpublishing a version that holds no entries also takes it out of minor edit mode, so it can be redesigned freely.
Capture a test entry
Capture at the top right opens the selected version in the browser so you can fill it in yourself. The entry lands in that version's entries like any other, so give test entries a recognizable value in the first field and archive them afterwards.
The version menu
The ⋮ menu on a version, or a right-click, offers:
- Duplicate Version, a copy of this version as the newest one.
- Export Version, the version alone as a .zff file. See Export and Import Form Templates.
- Archive Version, which hides the version and its entries from normal views while newer versions stay visible. Switch on Show Archived in the versions list to see it again and unarchive it.
- Delete Version, which removes the version after a confirmation and cannot be undone. If the version holds entries, archive it instead.
FAQs
Can two versions of the same template be published at once?
No. Publishing a version unpublishes the one that was live. To test a new design while the old one is in use, work on the new version unpublished and publish it when it is ready.
What happens to the entries when I publish a new version?
Nothing. They stay with the version they were captured in and remain visible under that version, under All Entries, and in the Home views and exports. Only new entries go into the new version.
Can I fix a typo in a published form without a new version?
Yes. Open Design on the published version. It opens in minor edit mode, where labels, options, PDF settings and styling can be changed and saved. The change reaches the app at the next sync.
Which version does an activity use?
The published version, unless the activity template pins a specific version with Override on its Forms tab. A pinned version that is unpublished is not available to users.
