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Question

Question

What happens to in-progress instances of a form process when it gets unpublished?

asked on April 6, 2022

Greetings!

I recently updated an existing forms process (eFP) by replacing it with a completely new forms process (nFP).

For the eFP, after most of the process finishes, there is an email task at the very end that goes off after a 1 year timer.

I want to unpublish the eFP to prevent further submissions but I am worried about any in progress instances being terminated and not letting the 1 year emails go off.

I have currently left the eFP published however, some users are still submitting the eFP rather than the nFP.

Can I proceed with unpublishing the eFP?

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Answer

SELECTED ANSWER
replied on April 6, 2022 Show version history

Unpublishing should not terminate instances, but it does prevent users from completing active users tasks and things like that, so typically when I'm retiring an old version I do the following:

  1. Change the URL to something random/obscure
  2. Remove all submitter rights from the form

That way no one can start a new instance and I can re-use the original URL for the updated version, but I also don't have to worry about active instances.

Remember that you only need submitter rights to START a process, not to participate in user tasks, so even if you still have tasks pending/in progress they'll work fine even if no one has access rights to initiate the process anymore.

Once all active instances are complete, then I go back and unpublish.

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replied on September 16, 2022

HI Jason,

 

Regarding your answer does this mean we remove the user from the access rights page or change their role to something else?

 

Thanks

Sam

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