Consents and Evaluations: Version Management (In Use, Draft, Previous)

When significant updates are needed to an Evaluation/Consent form or when a new version of an evaluation/consent form needs to be ready to deploy on a specific day, we recommend using the Version Management functionality. This ensures continuity as previous and current versions of the form are linked and prevents multiple copies of the same form, ensuring the most up-to-date form is used for patients. 

Evaluation and Consent forms can have one of the following statuses:

• In Use: This is the live version of the form.
• Draft: This is the working version of the form (the one currently being edited). 
• Previous: This is a previously used version.

Create a New Version

Let's review how to create a new version of a form. This process is the same for consent forms and evaluations, for the sake of brevity, we only show the consent form process in the screenshots below. 

1. From the top of the edit consent or evaluation page, click Create Draft.
2. The newly created Draft version automatically opens.
   1. Next, make the desired updates to the form contents.
      • Important: Any updates to the consent or evaluation form settings will impact the behavior of the form going forward. 
3. You can toggle between the In use and Draft forms as needed using the drop-down.
4. Once you've made your updates, it's important to preview the draft form before making it the In Use version. We recommend using a test patient chart. Navigate to the test patient chart tab where the form is located and click Add form.
5. Select the draft form.
6. Draft forms are marked with an alert that includes the last updated date/time.
7. Make any needed updates to the draft version of the form. Once you are satisfied, check the Make in use box.
8. This automatically makes the new version of the form live and available for use. All previous versions are available in the drop-down and can be restored at any time.
9. To restore a previous version, select the version from the drop-down and check Make in use.

Unlinking Versions

The Unlink version checkbox separates the version of the form selected in the drop-down from the in-use version and creates a new separate form template from the in-use version. This is helpful when Locations use the same base form with modifications based on the Levels of Care offered. You can create multiple draft versions using the same base form and then unlink them to be used separately.

1. From the edit consent or evaluation page, select the version you'd like to unlink from the drop-down and choose Unlink version.
2. Once forms are unlinked, the version is no longer available in the drop-down and can be edited independently.
3. Both versions will be available for use in the locations and tab indicated, so be thoughtful about how you use this checkbox to prevent the same form from appearing multiple times in the same location.