Forms

Form version history

Publishing does not overwrite. Each publish writes a version holding the whole form as it stood, including its access settings, and one of those versions is marked current. Rolling back means making a different one current.

Create a form with OneCraftWhat a version stores, the per-version URL, and what rollback does to responses

The Publish tab of the form builder with the Access Control card highlighted — The Publish tab: the live link, the access type, and the choice between updating in place and a new version.

What a version holds

A complete snapshot: the fields, the layout, the theme, the PDF layout, and its own copy of the access settings. That last part is the one people miss. A version published while the form was public stays public even if the draft is now key protected, which is exactly why an access change needs a publish to take effect.

Every version has its own URL

Alongside the normal form link there is a per-version link. That is useful for two things: showing somebody what the form looked like when they filled it in, and testing a version before making it current. The version identifier stays stable once written, so a link you shared keeps pointing at the same snapshot.

What rollback does to responses

Nothing. Responses are not attached to the version machinery, so rolling back changes what new respondents see and leaves everything you have already collected untouched. If you removed a field two versions ago, the answers to it from before that are still in your data.

When to publish a new version rather than update

Updating the current version in place is right for a typo or a clearer help text. Publishing a new version is right whenever the change would make old and new responses mean different things: adding a required field, changing what an option means, or restructuring a section. The version boundary is what lets you explain a change in the data later.

How it works, in three steps

Step 1
Open the version list
Each entry is a published snapshot with its date.
Step 2
Preview before you switch
Open the version by its own URL and read it, rather than rolling back and checking afterwards.
Step 3
Make it current
The live link serves the current version from that point on. Responses already collected are untouched.

The full walkthrough with screenshots is in the guide Publish updates without breaking your live link.

Limits worth knowing

Versions cover published snapshots. The unpublished draft is one working copy, not a history.
Rolling back does not change or delete any response.
Access settings are part of the version, so rolling back also rolls back who can open the form.

See it on a finished piece

Conference registration form

11 fields

Course enrolment form

24 fields

Customer feedback survey

6 fields

Questions people ask

Do I lose responses if I roll back?

No. Responses are independent of versions, so rolling back changes only what new respondents see.

Does rolling back change who can open the form?

Yes, because each version carries its own access settings. Check the access type of the version you are restoring.

Can I show somebody the version they filled in?

Yes. Every version has its own URL, and the identifier stays stable once written.

Make your own form

The button opens the generator with this use case already described. Change the wording to match yours, generate, then edit anything you like.

Create a form with OneCraft