Prerequisites

• Access to the Management > Revision (FO017) menu.
• Previously created and released form belonging to a table with revision control.

Introduction

To keep a history of the changes made to forms, SoftExpert Form provides control through revisions. The revision control type that will be used is chosen in the Revision tab found on the data screen of the table to which the form belongs.

Using revision control makes for a more accurate tracking of the changes made and prevents data from being lost, as it keeps a history of the adjustments made to the forms. 

When this control is enabled, it is not possible to make changes to a form without creating a new revision, and, in order for the form to be available for association in other components of the system, its revision must be released. Remember that, if new changes are needed after the release, a new revision will have to be added.

It is important to note that SoftExpert Suite provides three revision modes: ISO9000-based, Workflow, and Simplified. If simplified revision is chosen in the table, the changes can be applied to the forms directly from the file menu (FO005); however, if the ISO9000-based and Workflow models are chosen, the Form revision to-do task will be generated for the parties responsible for the revision. When the task is generated, those responsible for it will need to access the Management > Revision (FO017) menu or the task in order to edit the data of the form or edit its design.

See how to add a new form revision, as well as execute, release, and delete it:

Adding a new revision

1. Access the Management > Revision (FO017) menu.

2. Select the form that needs changes.

3. Click on the button and confirm the operation.

4. At this point, the Form data screen will open. If the user who created the revision is one of the parties responsible for it, which are defined in the configurations of the table, they will be able to edit the data of both the form and the revision on this screen; otherwise, the data will open in view mode.

• Refer to the Creating a revision article for further details on adding revisions.

• If the form has the Simplified revision control enabled, simply use the Enable editing button from the form editor to add a new revision and make the necessary changes.

 

 

 

Executing the revision and releasing the form

The responsible user can choose between two paths to make the necessary adjustments and release the record when revising a form:

 

 Path 1 - Executing the revision from the Management > Revision (FO017) menu:

1. Access the Management > Revision (FO017) menu.

2. Select the form under revision.

3. Click on the button.

4. Make the necessary changes in the General data, in the Records, and in the Revision section.

5. Click on the Accept revision button to execute the form revision.

• It will not be possible to make changes to the form design from the Management > Revision (FO017) menu.

• Users who are not part of the route or of the revision process can access the form and view its revision on the Management > Revision (FO017) menu, but cannot make any changes. 

 

 

 Path 2 - Executing the revision through the Form revision to-do task:

1. Access the My tasks menu.

2. Find the Form component and select the Form revision to-do task.

3. Select the form under revision.

4. Click on the button to open the Form designer and make changes to the design.

5. Close the Form designer and click on the button.

6. Make the necessary changes in the General data, in Records, and in the Revision section.

7. Click on the Accept revision button to execute the form revision.

• For more information about how to edit the data or the design of the forms, see the Editing form data, Designing a form, and Designing a responsive form articles.

• If a form has the Simplified revision control enabled, simply use the Accept revision button from the form editor to finish the revision and release the form.

 

 

 

Deleting a revision

In some situations, the changes made during the revision are no longer needed. In these cases, the revision can be deleted so that the latest current revision of the form keeps being valid.

1. Access the Management > Revision (FO017) menu.

2. Select the form that is being revised.

3. In the third quadrant of the menu, select the revision you wish to delete.

4. Click on the button and confirm the operation.

If a form has the Simplified revision control enabled, simply use the Delete revision button from the form editor to delete the revision and discard the changes that are in progress.

 

 

 

Revising forms in batches

The system allows for revising forms simultaneously within the same process. This feature ensures greater efficiency in the revision of interconnected forms.

For revisions to be executed in batches, the forms need to have the Workflow revision model enabled.

See how a batch revision works:

Starting a batch revision

1. Access the SoftExpert Workflow > Execution > Start (WF003) menu.

2. Instantiate the process with automation by form.

3. Enter a title for the workflow and click on the Start button.

4. On the screen that will open, click on the button from the Form tab, select the forms you wish to revise, and click on the button.

5. On the Instantiate process screen, click on the button. At this moment, a workflow activity will be generated for the responsible parties.

Executing a batch revision

The party responsible for executing the workflow activity, defined in the process data, must access the Task center and perform the following steps:

1. Go to Task center > Workflow > Activity execution.

2. Locate the desired activity and click on the button available in the card.

3. On the workflow execution screen, select the form you wish to edit and click on the button.

4. After making the necessary changes to the revision forms, execute the workflow activity.

Conclusion

When all revision activities are executed by those responsible for them, the form will be released and will remain available to be associated in other system records.