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Revising an existing form

Last updated on November 22, 2024

There are a couple of options for revising a form, depending on the size or type of revision it is.

One this page:

Scoping your revision

When you get a request to revise a form, how you proceed will depend on factors like:

  • How complex or impactful the changes are
  • How long it's been since the last revision or review
  • How much consulting or testing may be involved

Basically, you'll want to assess if the revision:

  • Is "minor" or "major"
  • Results in a new edition and/or version

These will affect how your make your revisions and the records you'll keep.

Is this a minor revision?

Minor revisions are those that:

  • Are considered "cosmetic" or "administrative" in nature
  • Don't add or remove data fields
  • Don't change the meaning of information or instructions
  • Can usually be made quickly
  • Require less testing and review

Examples of revisions usually considered minor include:

  • Fixing a typo or alignment issue not discovered during testing
  • Updating the ministry name, logo, or contact information
  • Adding or modifying a link to related information
  • Updating field labels or body text for consistency or clarity
  • Adding hint or help text to support citizen needs

Minor revisions don't usually result in a new edition, but may result in a new version.

Is this a major revision?

Major revisions are those that:

  • Add, modify or remove data fields
  • Restructure the form's presentation or interactivity
  • Shift the form's purpose or intention
  • Align it with a modified or new information system
  • Can take significant effort to design and develop
  • Require full testing and review

Examples of revisions usually considered major include:

  • Adding integration with another system
  • Adding or modifying calculations or interactivity
  • Redesigning layout and interactions
  • Creating a "B" version for A/B testing

Major revisions always result in a new edition and new version.

Is this a new edition?

A form's edition is the date it became effective and put into use. On paper and PDF forms, you can find this in the bottom left corner next to the form number.

Minor revisions don't usually need a new edition date, but can get one if the current edition is quite old or the change is sufficient enough to seem like a new form.

Major revisions always get one. In this case, you'll need to:

  • Confirm with the client what that date should be
  • Check your form data and PDF for the inclusion of an edition date, and update those
  • Check links to your form and plan for content updates if the edition date is mentioned

Edition dates affect how you manage your form records for the revision.

Is this a new version?

When you publish a form, you're asked whether to replace the current version or create a new version. You'll want to decide ahead of time how you'll answer this question for your revision.

For additional information and guidance see:

How will you be testing the form?

One last thing to consider is how the form will be tested and by who.

  • People with IDIRs can test the form in the website's QA environment
  • People without IDIRs can only test the form in the PROD environment

If you need the form tested by people without IDIRs, you'll want to consider duplicating the existing form and creating a separate form page for that test.

For additional information see:

Before you begin

Before beginning any revision, you'll want to be sure:

  • You can recover and restore the current version easily, if needed
  • Have all the information and resources you need available

Check your form's records to confirm that the current version is properly documented.

Making minor revisions

Minor revisions are simple:

  1. Open your form for editing
  2. Make the requested changes
  3. Test your changes
  4. Publish the revised form
  5. Ask the client to review and approve the changes
  6. Release the revised form to the public
  7. Update your records

That's it.

Making major revisions

Major revisions can take a while to make and test. During this time, you'll want to keep the original form as-is in case:

  • The revision is cancelled
  • You need to update the released version during the revision

To support this, you'll be working with a duplicate of the original form.

Set up your revision

To set up a form for major revision:

  1. Locate the existing form in the Form Summary
  2. Activate the Selection Box to the left of the form
  3. Click the Duplicate button. A copy of the form will appear at the top of the Form Summary
  4. Click on the new form. The new form will open in the Form Editor
  5. Access the Form Settings and add "-REV" to the Form Name
  6. Click Apply

Adding the "-REV" to the name clearly marks it as a revsion of the existing form.

Ready the revision for testing

Once you've made the changes and completed build testing, you'll need to prepare it for client testing.

  1. Publish the form to QA
  2. Create a new form page
  3. In the Settings tab, set up the page like the existing one, but:
    • Add "(Revision)" to the page Title
    • Add "(REV)" to the Nav Title
    • Add "-REV" to the Page Path
    • Select the "-REV" form in the Form Template dropdown
    • Ignore the Metadata tab and settings
  4. Click Save

The additional text makes it clear to you, testers and content managers that this is a revision and not released. Leaving the Metadata incomplete prevents accidental release.

Migrate the form definition

Once the client has approved the revision for release, you'll replace the current form's definition with the new one.

  1. Export the new form's definition
  2. Replace the old form's definiton

Replacing the original form definition helps keep form history together, which will be important when workflow options are available.

For additional information on form definitions, see:

Publish and release the revised form

The client may want to release the revision at a specific date and time.

Based on input from the client, you'll need to:

  1. Publish the revised 'old' form to QA
  2. Release the 'old' form page to PROD

Reusing the original form page ensures internal and external links to the form continue to work.

For additional information, see:

Retire the revision

Once the revision has been released to the public, you can request that the unneeded form and form page are retired.

For additional information, see: