There are many paths to Rome.... frevvo suggests the following best practices for managing your tenants, projects, forms and workflows.
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- Changing a control Name or a selection control Option Value when that control is referenced in business rules, preconditions, and/or task assignments.
- For example, let's say you change a control name and then perform a pending task for that workflow from your task list. The data entered into the workflow on the prior form version will not display in the task with the renamed control.
- Move a control inside a section, repeat or table.
- Similar to the above example, data from tasks performed before the change may not appear on tasks performed after the change.
- Adding, removing or changing controls inside a signed section - this will invalidate signatures on sections that have already been signed, including completed forms/workflows that are edited from the Submission repository.
- Making a control required that was previously optional.
- Adding steps with required fields.
Update the database (or google sheet, or 3rd party system) supplying data for dynamic select control options on form.[load,activate]. Any task performed from the task list that had an option set that was deleted or changed (for example, to fix a typo) from the database displays the control as blank again and required if that was the default. If you're on a workflow step where these fields are now disabled, such as an approval step, you need to reject back to the user of that prior task to re-enter the data.
This same behavior occurs if you change selection control option values.
- Adding or changing a precondition; if there is a pending task and the designer adds a precondition that resolves to false for that step (so it should be skipped), when the users attempts to perform it they will immediately see the pending message for the following step.
- Changing a single field to a repeat, or vice versa.
- PDF Mapping - if you update the template, field mapping may be impacted.
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You may edit submissions that were submitted with the old anonymous email step after updating the workflow to use the new email assignment step.
Form/Workflow designer edit ACL
The Access Control feature in allows the designer to assign other users permission to make changes to forms and workflows.
| Warning |
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The ability to edit a form/workflow should not be given to other users if the form/workflow is in production. Giving this permission would enable those users to edit your production forms directly thereby subverting the best practices described in this guide. |
Multi-Tenant Scenario
Development Tenant
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