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Handling changes of approval form variables in form reports
Handling changes of approval form variables in form reports

Update Yeeflow form reports' variables for approval form changes to keep data current and relevant, ensuring smooth workflow transitions.

Updated over a week ago

In the dynamic digital landscape, it's common for the structure of forms to evolve over time. One might need to change the data types of form variables to cater to new business requirements. In Yeeflow, such changes can impact any form reports built on these forms. This guide helps you navigate these changes and ensure that your form reports continue to reflect accurate information.

Handling variable's data type change

When variable data types in an approval form are changed, it's crucial to adjust the form report accordingly to ensure data accuracy. Even though Yeeflow aims to convert data from one type to another where possible, some conversions may not be feasible, leading to empty values in the form report.

Let's consider an example where an approval form variable, "Reason," originally a Text type, is changed to a Number type.

In the previously generated form report based on this approval form, the "Reason" field was set as Single line (Text type).

After the change in the approval form, the "Reason" field in the form report will still keep as Single line text now. When new request submitted after the changes in the Approval form, the form report will try to convert new entries from Number to Single line text.

However, direct conversion may not be possible for certain types of data. For instance, converting Text to Date Picker might not work, and the corresponding field in the form report will show as empty.

Here's how to address this situation:

  1. Access Report Fields: From the form report page, click the "More settings" button at the top-right corner. From the dropdown menu, select "Report fields" to open the report fields management page.

  2. Delete the Existing Field: Locate the "Reason" field in the list of report fields. Click on the trash bin icon next to it to remove it from the selected fields.

  3. Add the Updated Field: From the left side of the management page, which displays all available variables from the approval form, find the updated "Reason" variable and click the "+ Add selected variables" button to add it to the Selected fields.

    You will notice that the new added Reason variable's data type now shows as Number. You can then change the display name of this field, and change data type if needed.

  4. Save Changes: After making these changes, click the "OK" button at the top-right of the page to save your updates.

Your form report will now reflect the updated data type from the approval form, preserving data integrity. Remember, it's important to manually update your form report whenever there's a change in variable types in the approval form to ensure accurate and efficient data reporting.

Dealing with variables' IDs change or variables deletions

Managing forms and reports often involves updating and refining variables for a multitude of reasons. However, these changes, such as variable ID modifications or variable deletions, can impact the functionality of any existing Yeeflow form reports tied to these variables.

When a variable ID is altered or a variable is deleted entirely, Yeeflow form reports that rely on these variables will automatically detect any mismatches or inconsistencies. Admins of these form reports will see a red warning icon on the top-right of the form report page, just before the "Export" button.

Click on the red warning icon. A pop-up window will appear, outlining which fields failed to map with their respective variables.

To resolve the issues:

  1. Open Report Fields Management Page: Click on the "More settings" button in the top-right corner of the form report page. From the dropdown menu, select "Report fields" to open the report fields management page.

  2. Identify and Remove Problematic Fields: Fields that failed to map with variables will be highlighted in red in the selected fields list. If the associated variables have been deleted, you can remove these fields directly.

  3. Replace Fields with Updated Variables: For fields whose associated variable's ID has changed, you need to remove these fields first. Then, from the left panel of available variables, select the updated variables and add them to the form report again.

  4. Save Changes: Click the "OK" button at the top-right of the page to save your updates.

Keeping track of variable changes and updating form reports accordingly will ensure the continued accuracy and functionality of your form reports. It's crucial for admins to promptly address any warnings or errors to maintain smooth operations.

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