Modifying User-defined Forms - Best Practices
Changes made to a user-defined form used in a process will take effect immediately.
Immediate changes apply to future tasks and for tasks where the changed form is currently In Progress. The changes to the form will also apply for past tasks. Anytime the form is accessed after a change is made, even in a completed task or a completed process, the form will now appear with the changes incorporated.
Make any changes if the form is not yet in use.
If the change is cosmetic, making changes is likely acceptable whether or not it is in use.
If the desired change is important and the form is in use, follow these steps:
Create a duplicate of the form, make changes in the new form, and enable the new form.
Disable the old form if it should not be pulled into new tasks and processes.
For the existing Onboarding (Transitions) tasks and processes which are using the old form, create duplicates, make sure they are using the newly-created form, and enable the new tasks and processes.
Result: Candidates/new hires can be started on the newly-updated process. The old process can be disabled, either before or after the new process was enabled. Existing candidates/new hires who already completed the old form with the old process will continue to see that old form in their history. This is desirable because it does not change history. Existing candidates/new hires who have already started moving through the old process will continue to do so, and the assignee will be presented with the old form when the time comes. If this is undesirable, in other words if they must get the new form instead, then the Onboarding (Transitions) Center or Recruiting Center user must cancel their running process and start them from the beginning of the newly-enabled process.