> ## Documentation Index
> Fetch the complete documentation index at: https://help.topformbuilder.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Form Versioning

> Track changes to your forms and restore previous versions anytime. Form versioning creates automatic snapshots so you never lose your work.

## What is Form Versioning?

Form versioning automatically saves snapshots of your form every time you make significant changes. Like "Track Changes" for forms, you can view history and restore any previous version.

**Use Cases:**

* Accidentally deleted questions - restore them
* Testing new form structure - easy rollback
* A/B testing different versions
* Compliance requirements - audit trail
* Team collaboration - see who changed what
* Seasonal variations - switch between versions

## How Versioning Works

### Automatic Version Creation

Versions are created automatically when you:

* **Add or remove questions**
* **Change question order**
* **Modify form settings**
* **Update welcome/thank you screens**
* **Change conditional logic rules**
* **Publish/unpublish form**

**Not versioned:**

* Viewing the form
* Opening form builder
* Submissions (tracked separately)
* Design changes only (colors, fonts)

### Version Numbering

Versions are numbered sequentially:

```
Version 1 - Initial form creation
Version 2 - Added email question
Version 3 - Reordered questions
Version 4 - Updated conditional logic
Version 5 - Current version
```

**Current Version:**

* Always the latest
* Marked with "Current" badge
* What users see when filling form

## Viewing Form Versions

### Access Version History

1. Open form in **Form Builder**
2. Click **"History"** or **"Versions"** button in toolbar
3. Version history panel opens on right side

**Quick Access:**

```
Form Builder → Top Menu → History Icon
```

### Version History Panel

Each version shows:

* **Version Number** (e.g., "Version 5")
* **Date & Time** created
* **Author** (user who made changes)
* **Changes Summary** (what was modified)
* **"Current" Badge** (for active version)
* **Actions** (Preview, Restore, Compare)

**Example:**

```
Version 5 (Current)
March 15, 2024, 2:30 PM
by John Doe
Changes: Added 2 questions, updated thank you page

Version 4
March 14, 2024, 10:15 AM
by Jane Smith
Changes: Reordered questions, added conditional logic

Version 3
March 13, 2024, 4:45 PM
by John Doe
Changes: Removed 1 question
```

## Viewing a Specific Version

### Preview Version

See exactly how the form looked at that version.

**Steps:**

1. Open version history
2. Find version to view
3. Click **"Preview"** button
4. Form preview opens in modal

**Preview Shows:**

* All questions (in order)
* Welcome screen
* Thank you screen
* Form settings
* Conditional logic rules
* Design/theme (if saved)

**Note:** Preview is read-only. To edit, restore the version first.

### Compare Versions

See differences between two versions.

**Steps:**

1. Open version history
2. Click version to compare
3. Click **"Compare"** button
4. Select version to compare with
5. Differences highlighted

**Comparison Shows:**

* ✅ Questions added (green)
* ❌ Questions removed (red)
* 📝 Questions modified (yellow)
* ↕️ Questions reordered
* ⚙️ Settings changed

**Example Comparison:**

```
Version 3 → Version 5

+ Added: "Phone Number" question
+ Added: "Country" dropdown
- Removed: "Fax Number" question
~ Modified: "Email" (now required)
↕️ Moved: "Name" from position 3 to position 1
⚙️ Settings: Enabled reCAPTCHA
```

## Restoring a Version

Rollback to any previous version of your form.

### Restore Steps

1. Open version history
2. Find version to restore
3. Click **"Restore"** button
4. Confirmation modal appears
5. Review changes that will be restored
6. Click **"Confirm Restore"**
7. Form reverted to that version

**What Gets Restored:**

* All questions and their settings
* Question order
* Welcome screen
* Thank you screen
* Form settings (password, closing, etc.)
* Conditional logic rules
* Notifications settings

**What Doesn't Change:**

* Form slug/URL
* Custom domain
* Integrations
* Submissions (all kept)
* Analytics data
* Sharing settings

### After Restoring

**New Version Created:** Restoring creates a new version:

```
Version 5 (Current) - Latest changes
Version 4 - Middle version
Version 3 - Old version
↓ [Restore Version 3]
Version 6 (Current) - Restored from Version 3
Version 5 - Previous current
```

**Why New Version:**

* Preserves complete history
* Can restore again if needed
* Shows restoration in audit trail
* No versions are deleted

### Restore Confirmation

Before restoring, review carefully:

**Confirmation Shows:**

* Version number being restored
* Date of that version
* Changes summary
* Warning if significant changes

**Safety Check:**

```
⚠️ Warning: This will restore the form to how it looked on March 13, 2024.

Changes that will be applied:
+ 1 question will be added back
- 2 questions will be removed
~ 3 questions will be modified

Current submissions will not be affected.

Do you want to proceed?
[Cancel] [Confirm Restore]
```

## Version Metadata

Each version stores:

### Basic Information

* **Version Number** - Sequential (1, 2, 3...)
* **Created At** - Exact timestamp
* **Created By** - User who made changes
* **Form ID** - Which form this version belongs to

### Change Information

* **Changes Summary** - Auto-generated description
  * "Added 2 questions"
  * "Removed 1 question"
  * "Reordered questions"
  * "Updated form settings"
* **Structure** - Complete JSON snapshot of form

### Version Size

* Each version: \~10-50 KB
* Includes complete form structure
* Stored compressed in database

## Best Practices

### When to Create Versions

**Do Create Versions Before:**

* Major restructuring
* Deleting multiple questions
* Launching campaigns
* Seasonal updates
* A/B test changes

**How:** Make intentional save after changes

**Tip:** Add a dummy question and delete it to force version creation if needed

### Naming Conventions

Add notes in changes summary (if manual versioning added):

```
Version 12 - Pre-holiday-campaign (Nov 2024)
Version 13 - A/B test variant B
Version 14 - Compliance update (GDPR)
```

### Version Management

**Keep History Clean:**

* Versions stored indefinitely
* No manual deletion (automatic pruning planned)
* Review version history monthly
* Document significant versions externally

**Team Coordination:**

* Check version history before editing
* Communicate major changes
* Use descriptive commit messages
* Restore cautiously in team settings

### Testing Changes

**Safe Testing Workflow:**

1. Note current version number
2. Make experimental changes
3. Test thoroughly
4. If changes work: Keep them
5. If changes fail: Restore previous version

**A/B Testing:**

```
Version 10 - Baseline (Variant A)
    ↓ Create Variant B
Version 11 - Variant B (test)
    ↓ Test for 1 week
If Variant A better → Restore Version 10
If Variant B better → Keep Version 11
```

## Version Limits

### Storage Limits

**By Plan:**

* **Free Plan:** Last 10 versions
* **Pro Plan:** Last 50 versions
* **Enterprise Plan:** Unlimited versions

**Older Versions:**

* Free/Pro: Oldest versions auto-deleted when limit reached
* Enterprise: All versions kept indefinitely

**What Happens at Limit:**

```
Free Plan (10 versions max):
Version 1 ← Deleted when Version 11 created
Version 2
...
Version 10
Version 11 (new)
```

### Version Frequency

**Rate Limit:**

* Maximum 1 version per minute
* Prevents accidental spam
* Combines rapid changes into single version

**Why Limited:**

* Database optimization
* Prevents version spam
* Keeps history meaningful

## Troubleshooting

### Version Not Created

**Problem:** Made changes but no new version

**Reasons:**

1. **Minor changes only** - Design changes don't create versions
2. **Too frequent** - Wait 1 minute between versions
3. **Auto-save pending** - Wait for save to complete
4. **No significant changes** - Only structural changes versioned

**Solution:**

* Make structural change (add/remove question)
* Wait 1 minute
* Save explicitly
* Check version history

### Cannot Restore Version

**Problem:** Restore button disabled or fails

**Reasons:**

1. **Already current version** - Can't restore active version
2. **Form locked** - Someone else editing
3. **Permissions** - Need edit access
4. **Corrupted version** - Rare, contact support

**Solution:**

* Verify not current version
* Close other editing sessions
* Check user permissions
* Try different version
* Contact support if persists

### Restored Wrong Version

**Problem:** Accidentally restored incorrect version

**Solution:**

1. Open version history immediately
2. Find correct version (check timestamps)
3. Restore again
4. Or restore the version that was current before

**Prevention:**

* Always preview before restoring
* Check version timestamp carefully
* Read changes summary
* Test restored version before sharing

### Version History Not Loading

**Problem:** Version panel shows loading or empty

**Solutions:**

1. **Refresh page** - Browser cache issue
2. **Check internet** - Connection required
3. **Wait a moment** - Loading large history
4. **Try different browser** - Browser compatibility
5. **Contact support** - If issue persists

## Advanced Features

### Version Comparison Tool

Compare any two versions side-by-side:

**Steps:**

1. Select first version
2. Click "Compare with..."
3. Select second version
4. View differences highlighted

**Useful For:**

* Tracking specific changes over time
* Understanding why something changed
* Preparing change documentation
* Compliance audits

### Bulk Restore

Restore multiple forms to specific versions:

**Enterprise Feature Only:**

* Select multiple forms
* Choose version date
* Restore all at once

**Use Case:**

* Revert seasonal campaigns
* Fix bulk mistakes
* Compliance requirements

### Export Version History

Download version history as CSV:

**Steps:**

1. Open version history
2. Click "Export" button
3. Select date range
4. Download CSV file

**CSV Contains:**

* Version number
* Date/time
* Author
* Changes summary

**Use Case:**

* Compliance documentation
* Audit trails
* Team reporting

## Version Security

### Access Control

**Who Can View Versions:**

* Form Owner
* Workspace Admins
* Workspace Members (if given access)

**Who Can Restore:**

* Form Owner
* Workspace Admins only

**Why Restricted:**

* Prevents accidental restoration
* Maintains form integrity
* Audit trail security

### Audit Trail

All version actions are logged:

**Logged Events:**

* Version created (auto/manual)
* Version restored
* Version previewed
* Version exported

**Log Includes:**

* User who performed action
* Timestamp
* IP address (optional)
* Changed elements

**Access Logs:**

```
Workspace Settings → Activity Logs → Form Versions
```

## Real-World Scenarios

### Scenario 1: Accidental Deletion

**Problem:** "I accidentally deleted 5 questions and saved. How do I get them back?"

**Solution:**

1. Open Form Builder
2. Click "History" button
3. Find version before deletion (check timestamp)
4. Click "Preview" to verify
5. Click "Restore"
6. Questions recovered ✅

### Scenario 2: Testing Changes

**Problem:** "Want to test removing questions but afraid to lose them."

**Solution:**

1. Note current version number (e.g., Version 8)
2. Make test changes
3. New version created (Version 9)
4. Test with colleagues
5. If not working: Restore Version 8
6. Safe testing! ✅

### Scenario 3: Seasonal Forms

**Problem:** "Holiday form vs regular form - switching back and forth."

**Solution:**

1. Version 5 - Regular form
2. Modify for holidays → Version 6 (Holiday)
3. After holidays: Restore Version 5
4. Next year: Restore Version 6 (Holiday)
5. Easy seasonal switching! ✅

### Scenario 4: Team Conflicts

**Problem:** "Teammate changed form while I was working on it."

**Solution:**

1. Check version history
2. Find your last version
3. Restore your version
4. Communicate with team
5. Merge changes manually if needed
6. Version history shows who made what changes ✅

***

[**Need help? Contact contact@topformbuilder.com**](mailto:contact@topformbuilder.com)