Dev & Staging Environments
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Form Promotion is an advanced feature designed for users who need to seamlessly manage multiple versions of a form. It allows you to swap one instance of a form with another, making it ideal for maintaining both a 'live' version of a form and a separate 'development' version.
Compared to the basic form draft feature, Form Promotion is more powerful by creating a complete copy of the form. This allows you to test changes, save data, and even experiment with new features like integrations before promoting changes into the live environment. Promoted forms will maintain their submission data and links to allow for a seamless transition.
To use the Form Promotion feature, you must be on a paid plan. If you are on a free plan, you will need to upgrade in order to access this functionality.
1. Make a Promotable Copy of the Form
Navigate to the settings page on the form you wish to make a copy of.
Go to the Form Promotion section in the sidebar.
Click the button Create Promotable Copy.
We recommend keeping the fields linked when copying the form.
If they're linked, the field IDs won't change on the live form during promotion since the new live form will have the field IDs from the form that was just promoted.
However, note that any changes to the properties of linked fields will also propagate directly to the live form.
If the promotable form fields are unlinked, the live form field IDs will change during the promotion process. The newly promoted form will have field IDs from the form that was promoted.
2. Edit and Test the Promotion Copy
After creating the promotion copy, you can make any necessary updates or changes to the form.
This copy behaves like any normal form, so you can:
Test new configurations.
Save data and test integrations.
Preview the form by publishing it temporarily, ensuring everything works as expected.
3. Promote the Changes
Once you are satisfied with the updates made in the promotion copy, publish the changes.
Next, open the Form Menu and select the Promote Form option.
4. Map Fields
Before promoting, you will have the option to map any fields from the promotion copy to the original form. Mapping fields allows submission data to be carried over to the fields in the new version of the form.
If you don't properly map your fields, submission field values will not carry over.
6. Rollback Option
When the promotion is complete, the changes will now be applied to the live form. A Rollback Form will also be automatically created. This rollback version contains the previously live changes in case you need to revert back to the old version.
Field Mapping is an important step during the promotion process. It allows submission data from the original form to be transferred over to new fields in the promoting form.
How to Map Fields
After selecting the Promote Form option, you will be prompted to map fields between the promotion copy and the live form.
A list of fields from both the live form and the promotion copy will be displayed. The system will attempt to automatically match fields.
You can manually map fields by selecting the correct corresponding fields from the promotion copy to the live form.
Why Field Mapping is Important
Field mapping ensures that any changes to fields in your form don’t result in loss of submission data.
If you’ve changed an existing field, the system won’t automatically know how to handle the data from the original field.
Field mapping allows you to explicitly match the old fields with the new ones, so the submission data is maintained from the live form to the copy.
If your form uses document extractions, you can also map these during the promotion process. This allows you to maintain a testing version of your extraction, whose changes get promoted to the live extraction.
Manually create a copy of your live extraction and map it to the fields used in your test form.
In your test form, replace your live extraction with the new test extraction. Any triggers from buttons, logic rules, or code rules should be updated.
Now you can make changes to your testing form or extraction, and validate them without interfering with your live workflow.
When your test form is ready for promotion follow the normal promotion and field mapping procedure.
After mapping your fields, you can choose which extractions to map. Once your mapping is configured, verify that the field mappings are correct. If there is an unmapped field, there will be a warning. You can go back to the field mapping to make adjustments as needed.
Only one promotion copy can be created for each form at a time.
When promoting a form, the links to the form and submissions will be maintained.
Once a form has a promotion copy attached, it can no longer have its own draft changes. All changes must be made on the promotion copy.
You can stack promotions, meaning a promotable copy can have its own promotion copy.
Only one version of the rollback is saved at a time. Each new promotion will overwrite the existing rollback with the most recent version.
