You can now configure Version Types and Limit Editability to control how users interact with forms based on the type of version they're working on, where the document is in the workflow, or the user's role.

These new capabilities give administrators more flexibility to build workflows that match real-world business processes while protecting important data from unintended changes.

Why This Matters

Not every version of a document should allow the same edits. For example, a protocol renewal may only require updates to renewal-specific fields, while an amendment may allow changes to different sections.

You may also need to limit who can edit certain fields on forms that don’t use document versions. In those cases, you can use Limit Editability to control editing based on your specific process needs.

With Version Types and Limit Editability, you can create more structured editing experiences without building separate forms or workflows.

What You Can Do

• Create custom Version Types to categorize different types of document updates.
• Make fields editable or read-only based on the selected Version Type.
• Control field editability using the Limit Editability configuration on forms with or without document versions enabled. You can limit editability based on workflow status, workflow step, user role, app permissions, and other supported conditions.
• Utilize Version Types across conditional visibility, workflow branching, limit availability, and limit editability rules.
• Build more advanced conditional logic using One of the following is true (OR) and All of the following are true(AND) rule groups.

How It Works

Configure Version Types

Enable document versioning in Workflow Settings, then add one or more Version Types that users can choose from when creating a new version of a completed document.  The selected Version Type becomes document metadata and can be used throughout your workflow and form configuration.

Configure Limit Editability

Enable Limit Editability on any form gadget to define when a field should be editable or read-only.  Limit Editability supports the same rule builder used for Limit Availability and can evaluate conditions based on:

• User's role in app
• User's role
• Submission's version Number
• Submission's version type
• Submission's workflow status
• Submission's workflow step

Unlike standard read-only fields, Limit Editability is enforced at the API level, helping ensure users cannot modify protected fields through integrations or other external methods.  

End User Experience

For forms with versioning enabled, users with permission to create a new version will now see a Create Version panel in the right sidebar of completed documents.  If Version Types have been configured, users select the appropriate Version Type before creating the new version. That Version Type determines how the form behaves based on your configured rules.

If no Version Types have been configured, users can still create a new version using the standard Create Version option.

Important to Know

• Version Types must be selected when a new version is initially created and cannot be changed afterward.
• The selected Version Type is available throughout the platform for conditional visibility, workflow branching, limit availability, and limit editability.
• The Create Version action has moved from the document actions menu to the right-hand sidebar for forms with versioning enabled.
• Limit Editability takes precedence over the Make individual form sections at this step hidden or editable setting in a workflow step. Even if a section is configured as editable in the workflow, fields within that section will only be editable if they also meet the conditions defined in the field's Limit Editability configuration.