GOapply – Editing In-Progress Phases
This Knowledge Article will walk you through making changes to a GOapply Phase that has already been started by GOapply users. For example, this could refer to an Application that needs a change made during an open grant cycle, or a Report that needs a change made after grantees have already started working on drafts of their Reports.
Please note it is our best practice to make changes once a Grant Cycle has closed and there are no applicants/grantees with active in progress drafts. We recommend substantial testing before opening a phase to GOapply users to avoid emergency changes during open cycles.
However, we realize sometimes emergency changes are needed and this is inevitable. If there are necessary changes that need to be made to an in-progress phase, depending on what type of change you have made, issues can arise. Please only make changes that are 100% necessary during in-progress cycles and proceed at your own risk.
Make Edits to GOapply Phase
Important: Make sure you unpublish your GOapply Opportunity prior to making edits to any of the phases to prevent any other drafts from being started. GOapply Form Editor will not allow changes to be made to a published phase.
Open Form Editor for the Phase that you need to edit, make your changes, and save. We recommend submitting a test at this point to ensure your changes appear as expected before moving on to the next step.
Once you have confirmed you like your changes and have tested, republish your Opportunity to make it visible again to GOapply Users (if this is Phase 1 of an Opportunity that is not Invite Only.)
Identify In-Progress Status Tracking Records to be Updated
Create a view for Status Tracking records that need to be updated (aka all In Progress Status Tracking records for the Phase you have updated.)
You will create this view through the Status Tracking table (entity) in akoyaGO, which is accessed in the GOapply area:
The criteria of your view should include Current Phase Status Equals In Progress or Not Started. You should also apply a filter for your Phase ID to ensure you are only looking at active, in progress drafts for the Phase you have updated.
Update Form Definition
On the Status Tracking table, there is a button called Update Form Definition. Navigate to the view you created in the step above and select all records. Click Update Form Definition.
This function will replace the version of the Phase the GOapply Users currently see in the GOapply UI with the new, updated version you have saved.