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Saving and Publishing Forms

OSPROV Form Builder provides different options for saving and publishing forms. Understanding these options is essential for effective form management.

Form States​

Forms in OSPROV can exist in one of three states:

  • Draft: A form that is being created or edited but is not yet available for use
  • Published: A form that is active and available for use in workflows
  • Unpublished: A previous version of a form that is no longer active

Saving as Draft​

Draft forms are works in progress that are not yet available for use in workflows. To save a form as a draft:

  1. Click Save as Draft at the bottom of the form builder
  2. The form will be saved but not available for use in workflows
  3. You can continue editing the form later

Drafts are useful for:

  • Creating new forms incrementally
  • Testing form functionality before making it available
  • Making significant changes to existing forms

Publishing a Form​

Publishing a form makes it available for use in workflows. To publish a form:

  1. After saving a form as draft, return to the Forms list
  2. Find your form and click the Publish button
  3. Once published, the form becomes available for use in workflows
  4. Published forms cannot be directly edited - you must create a new version

Published forms are:

  • Available for selection in workflow tasks
  • Accessible via direct links
  • Visible in the forms library
  • Protected from direct edits

Editing Published Forms​

Once a form is published, you cannot directly edit it. Instead, you must create a new version:

  1. From the Forms list, click on the published form
  2. Make your changes
  3. Click Create New Version
  4. The new version will be saved as a draft
  5. Publish the new version when ready

This versioning system ensures that existing workflows continue to use the original form while you develop improvements.

Form Status Indicators​

In the Forms list, each form displays a status indicator:

  • Draft: Shown with a "Draft" label
  • Published: Shown with a "Published" label
  • Unpublished: Shown with an "Unpublished" label

These indicators help you quickly identify the state of each form.

Best Practices​

  • Save your work frequently using the Save as Draft option
  • Test forms thoroughly before publishing
  • Create descriptive form names that indicate the purpose and version
  • Document significant changes when creating new versions
  • Consider the impact on existing workflows before publishing new versions
  • Archive or delete unused drafts to keep your form library organized