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Getting Started

The Change Reasons feature is configurable and must be enabled by system administrators before users will see change reason prompts when publishing forms.

System Configuration​

Enabling Change Reasons​

This feature can be enabled or disabled by system administrators:

  • Location: System Settings → Workflow Tab → "Require change reason when publishing forms?"
  • Default: Disabled (maintains existing behavior)
  • Effect: When enabled, all users must provide change reasons when publishing forms

For Administrators: To enable this feature, navigate to System Settings → Workflow and check the "Require change reason when publishing forms?" option.

Configuration States​

When Enabled:

  • Users see a change reason modal when publishing forms
  • Change reasons are required (10-500 characters)
  • Complete audit trail is maintained
  • Publishing cannot proceed without providing a reason

When Disabled (Default):

  • Users see a regular publish button
  • Forms publish immediately without prompts
  • No change reason documentation is collected
  • Maintains streamlined publishing workflow

Who Can Use This Feature​

Required Permissions​

  • All users with form editing permissions
  • Form creators and administrators
  • Users with "Publish Form" access rights

User Roles​

The change reason feature works with OSPROV's existing permission system. Any user who can publish forms will see change reason prompts when the feature is enabled.

When You'll See Change Reason Prompts​

If your administrator has enabled the change reason requirement, the change reason modal will appear when you:

Publishing Scenarios​

  • Initial Publication: Publishing a draft form for the first time
  • Form Updates: Publishing updates to an existing published form
  • New Versions: Creating and publishing new versions of forms

What Doesn't Trigger Change Reasons​

  • Saving forms as drafts
  • Editing form content without publishing
  • Viewing or browsing forms
  • Creating new forms (only publishing triggers the prompt)

Feature Compatibility​

Integration with Existing Features​

The Change Reasons feature works seamlessly with:

  • Version Control: Change reasons are preserved across form versions
  • Form Management: Integrates with existing saving and publishing workflows
  • User Permissions: Respects current access control settings
  • Form Templates: Works with imported and template-based forms

Browser Requirements​

  • JavaScript must be enabled
  • Modern web browser (Chrome, Firefox, Safari, Edge)
  • Stable internet connection for form publishing

Getting Help​

If you're unsure whether change reasons are enabled in your system:

  1. Test Publishing: Try publishing a draft form to see if the change reason modal appears
  2. Check with Administrator: Ask your system administrator about the current configuration
  3. Review System Settings: If you have administrator access, check the Workflow settings
  4. Contact Support: Reach out to IT support for configuration questions

Next Steps​

Once you understand the configuration state of your system:

  • If change reasons are enabled: Learn about Publishing with Change Reasons
  • If change reasons are disabled: You can still benefit from understanding the Change History features for when the feature is enabled in the future
  • For ongoing use: Review Best Practices for effective change documentation