Form Version Control VS. Change Management

When to use version control or change management on forms

Tracking modifications made to a form can be vital to your business, especially if you need to adhere to specific policies and procedures. In addition, having several versions of a form can keep you better organized when creating new variations rather than just copying a form.

The Form Settings window has two options to view modifications made to a form: Allow Versions for this Form and Track Change Management. You can have both options toggled on a form, but there are differences between the two options that you should be aware of to ensure you are tracking changes appropriately for your needs.

Tracking changes made on a form provides visibility of the changes made that may adhere to your company's policies and procedures. For example, let's say you have a Job Safety Analysis form that several people have made modifications to. You can use the Change Log to view details about each change including the date, user who made the change, and the change type.

Whereas you may need to modify a form, but also keep the original form that is currently published, and technicians are using. For example, you need to add confined space procedures to your Job Safety Analysis form that will be implemented during quarterly factory inspections. After inspections are completed, the confined space procedures can be removed from the form. You can create a new version from the Job Safety Analysis form and add the confined space information needed while your technicians continue working with the currently published form. This allows you to keep a form published while you edit the next version of the form. Versioning on a form helps keep you more organized when creating new versions of a form.