What happens if I edit a questionnaire that's in use?

When you edit a questionnaire that's in use, you're prompted to either create a new version of the questionnaire or update the existing version.

When you update the questionnaire, the existing responses could become invalid. So it might be better to create a new version of the questionnaire.

Here's what happens when you update an existing questionnaire:

• If respondents answered questions and saved the questionnaire before the update, their saved responses continue to appear when they reopen the questionnaire after the update.

• The status remains Active.

• The questionnaire version remains the same.

• The In Use status is Yes.

Note: You can edit the questionnaire as needed, but it's best to limit the edits to those that have a minimal impact, such as changing text. Adding questions, marking questions as required, or changing responses to choice-based questions can result in issues for questionnaires that are already completed. This applies to questionnaires used in performance documents, anytime performance documents, requested feedback, and check-ins.

You can update these attributes in a questionnaire that's In Use:

• Name of the questionnaire

• Folder (category) of the questionnaire

• Owner

• Status

• Privacy

• Description

• Instructions

• Attachment for questionnaire

• Section order (if allowed from base questionnaire template)

• Section presentation (if allowed from base questionnaire template)

• Response order (positional randomization for answers)

• Name, description, and instruction text of section (if allowed from base questionnaire template)

• Position of questions (drag and drop feature is allowed)

The changes take effect as soon as you save the questionnaire. Respondents see the changed version in these scenarios:

• Creating a new performance document that includes a questionnaire

• Editing a questionnaire in a performance document that's in progress

• Reopening a previously completed performance document to edit the questionnaire

• Check-in documents always refer to the latest version of the questionnaire referenced in the check-in template. If you need a new version of a questionnaire for new check-in documents, it's recommended you create a new check-in template that includes a new questionnaire, instead of creating a new version of the existing questionnaire. This helps you preserve the questionnaire responses in existing check-in documents.

Here's what happens when you create a new version of a questionnaire:

• The previous version isn't affected.

• The status of the new version is set to Draft.

• The questionnaire version number increases by one.

• The In Use status is set to Prior Version.

When a questionnaire is completed using this version, the In Use status changes to Yes. The changes take effect when you set the status to Active and save the questionnaire. Respondents see the new version in these scenarios:

• Creating a new performance document that includes a questionnaire

• Editing a questionnaire in a performance document that's in progress:

  • If respondents answered questions and saved the questionnaire prior to the new version, their saved responses don't appear when they reopen the new version. Instead, they see the new version of the questionnaire.

• Reopening a previously completed performance document to edit the questionnaire.

  • The questionnaire version you see for completed performance documents before reopening is the version in which it was completed.

• Creating a new check-in document

• Opening an existing check-in document to edit the questionnaire

• Creating a new requested feedback

• Editing a questionnaire in requested feedback that's in progress:

  • If respondents answered questions and saved the questionnaire prior to the new version, their saved responses don't appear when they reopen the new version. Instead, they see the new version of the questionnaire.

What happens if I edit a question that's in use?

Editing questions when responses already exist can invalidate responses. It's recommended that you copy the question over to a new questionnaire and then make the changes you want.