Publishing and Managing Forms

Building a form is only half the job. Publishing it is what makes it available to therapists, and knowing how to update or retire forms safely is just as important as creating them. This page covers the full lifecycle of a form from draft to live to retired.

The Difference Between Saving and Publishing

When you save a form in the builder, you're saving a draft that only exists in the Library. Therapists can't see it and clients won't encounter it yet.

When you publish a form, you're releasing it so it appears as an available assessment for clients in that department (or in the Onboarding tab, for onboarding forms). Publishing is the step that makes a form real for your team.

How to Publish a Form

Let's Publish a Form

1. Open the form in the form builder from its library in the Library
2. Review the form and make sure it's complete and correct
3. Click Preview to check how it looks before making it live
4. Click Publish when you're satisfied with the form
5. Go to a client's profile in the relevant department and open their Assessments tab to confirm the form is now showing as available

And you're all set! The form is now live for every client in that department.

Updating a Published Form

You can edit a published form at any time. Open it in the form builder, make your changes, and save. When you're ready to push the changes live, click Publish again.

Heads up, updating and republishing a form affects new submissions going forward. Assessments that have already been completed and saved by therapists are not affected by changes to the form, so your existing clinical data stays intact.

Deactivating a Form

If a form is no longer needed but you don't want to delete it entirely, you can deactivate it. A deactivated form stops appearing as an available assessment for new submissions, but all completed submissions made using that form remain on client profiles and can still be viewed and printed.

Deactivating is a safe way to retire a form without losing any historical data.

Deleting a Form

Deleting a form removes it from the Library permanently. Like deactivating, completed submissions are kept on client profiles and remain accessible, but the form won't be available for any new submissions.

Heads up, deletion is permanent, so if there's any chance you might need the form again, deactivating is the safer choice.

What Happens to Completed Assessments When You Change a Form

This is an important thing to understand. If a therapist has already completed and saved an assessment using a version of the form, that submission is a fixed record tied to the form as it was at the time of completion. Changes you make to the form afterwards don't alter those existing submissions.

This means you can safely update a form's questions or structure without worrying about corrupting existing client data. Old submissions stay exactly as they were.

Common Questions