Form Versioning

As your data collection needs evolve, you will update your forms -- adding new fields, removing outdated ones, or rewording questions. Mapalyze form versioning ensures these changes are tracked and that older records remain intact. This article explains how versioning works and how to manage it effectively.

How versioning works

Every time you publish changes to a form, Mapalyze automatically creates a new version. Each version is numbered sequentially (v1, v2, v3, and so on) and timestamped.

Key principles:

• Records are linked to the version they were collected on. A record submitted on v2 of a form retains the v2 structure, even after you publish v3.
• Field workers always get the latest version. When a form is published, the mobile app downloads the new version during the next sync.
• Drafts do not create new versions. You can save as many drafts as you like without affecting the published version your team is using.

Viewing version history

1. Open the form in your dashboard and click Settings (the gear icon).
2. Select the Versions tab.
3. You will see a list of all published versions with their date, time, and a summary of changes.

Click any version to view a read-only snapshot of the form as it existed at that point. This is helpful for understanding the context of older records.

What happens when you add a field

When you add a new field and publish:

• The new field appears in the latest version of the form.
• Records collected before the field was added will not have data for it. In exports and table views, that column appears empty for older records.
• Going forward, all new records include the new field.

What happens when you remove a field

When you remove a field and publish:

• The field no longer appears on the form for new records.
• Existing records that contain data for the removed field retain that data. It is still visible when you view those records and included in exports.
• The removed field is marked as "archived" in the version history.

What happens when you rename a field

Renaming a field label does not create a separate field. Mapalyze tracks fields by an internal identifier, not by their label. This means:

• Older records display the new label when viewed.
• Export column headers use the current label.
• No data is lost or duplicated.

Comparing versions

To see exactly what changed between two versions:

1. Go to the Versions tab in form settings.
2. Select two versions using the checkboxes.
3. Click Compare.

The comparison view highlights:

• Added fields in green.
• Removed fields in red.
• Modified fields (renamed, reordered, or settings changed) in yellow.

Reverting to a previous version

If you need to undo recent changes:

1. Open the Versions tab.
2. Click the version you want to revert to.
3. Click Restore This Version.
4. Review the changes, then click Publish to make it live.

This creates a new version that matches the structure of the older one. The intermediate versions are preserved in the history.

Best practices for form versioning

• Publish intentionally. Make all your changes in draft mode, test them with Preview, and publish once. This keeps your version history clean and meaningful.
• Use the description field. When publishing, add a brief note about what changed (for example, "Added photo field for damage documentation"). This makes the version history much easier to understand later.
• Communicate changes to your team. When you make significant changes to a form, let your field team know what to expect. A quick message about new or removed fields prevents confusion.
• Export before major changes. If you are making substantial restructuring changes, consider exporting your current data first as a backup.

Version limits

There is no limit to the number of versions a form can have. Mapalyze stores the complete history for the lifetime of your account. However, keeping a tidy version history by batching changes into meaningful updates is a good habit.