Publish an updated template version
Review a draft, publish it deliberately and preserve earlier signed versions.
Treat publication as a document release. A draft is where you make and check edits; the active version is the one guests can sign. That separation gives your team a chance to review wording and field behavior before a change reaches the desk.
Choose a quiet moment for changes that affect staff instructions. Tell the team what changed and when it takes effect, especially if the new version asks a different person to sign or changes a question that requires review.
View full size Finish the draft and wait for Saved.
Open the template and make the approved changes. Inspect any validation messages and confirm that the save status has settled. Compare the field order, required answers and document text with the approved source. Do not use the Publish button as a way to bypass a draft that still has a save problem.
Review the preview before confirming.
Use Preview to read the form as a signer. Then choose Publish. The dialog identifies the draft version and, when applicable, the active version it will replace. Confirm the review checkbox only after checking the preview, then choose Publish template to release the updated version.
Verify the guest route and tell the desk.
Open the signing route that guests actually use and verify the published content. Let staff know about meaningful changes to labels, required fields or signer instructions. Retrieve an older signed record when checking your record process: it should remain associated with the version that person signed.
Try it with a realistic visit.
Suppose an approved update changes the label on a participant question. Record the current active version, make the edit in the draft and compare the preview with the old signed document. After publication, open the guest route and confirm the new label. Then retrieve a test record signed under the earlier version and compare the document it retained.
The result should distinguish the two versions clearly: new guests see the released form, while the earlier record keeps what was signed. Give staff a short description of the operational change instead of asking them to discover it during check-in.
Publish is unavailable or fails.
Check your role, the saved draft state and the reported validation message. If there is no draft version, there may be nothing new to publish. If a problem persists, capture the error and template name for support without sending private participant answers.
Does editing a draft immediately change the public form?
Draft editing and publication are separate. Check the active version and the public signing route after publishing rather than assuming that every saved edit was immediately released.
A quick check before you go.