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Publishing and Lifecycle

A blueprint moves through a defined lifecycle: Draft → Published → (Unpublished back to Draft) → Archived. The lifecycle status controls whether editions can be created and whether the structure can be edited.

Blueprint statuses​

StatusCan create editions?Can edit structure?Can edit metadata?
DraftNoYesYes
PublishedYesNoNo
ArchivedNoNoNo

Draft​

A newly created blueprint starts in Draft status. In Draft you can:

  • Add, remove, and rename sections and fields.
  • Change field types, validation rules, and options.
  • Edit the name, description, and short code.
  • Build and modify the Form Designer layout.
  • Use AI Design to generate a field structure from an uploaded document.
  • Preview the blueprint structure in the Preview tab.

Publishing a blueprint​

When the blueprint structure is ready:

  1. Click Publish in the header.
  2. Confirm the action in the prompt.

After publishing:

  • Contributors can create new editions from the blueprint.
  • The blueprint structure is locked — sections and fields cannot be added, removed, or changed.
  • The metadata (name, description, short code) is also locked.
  • The status badge changes to Published and the version tag shows the current version (e.g. v1).
tip

Before publishing, click the Preview tab to verify the form layout and field order. Also check all section display modes (form vs. grid) are correct.

Unpublishing a blueprint​

To make structural changes to a published blueprint:

  1. Click Unpublish (available in the Actions menu when blueprint is Published).
  2. The blueprint returns to Draft status.

Impact on existing editions:

  • Existing editions are not deleted or altered.
  • Editions already in Draft, In Review, Approved, or Published status continue to work with the version of the blueprint they were created from.
  • New editions cannot be created while the blueprint is in Draft.

After making changes in Draft, click Publish again. The version number increments (e.g. v1 → v2).

Versioning​

Each time a blueprint is published after being unpublished, the version number increments. Version numbers are shown:

  • In the Blueprint Designer header (e.g. v3).
  • On each edition: "Monthly Progress Report (v3) • Project Alpha".

Editions are always associated with the blueprint version they were created from. If you publish v2 of a blueprint, editions created from v1 remain on v1 and editions created after the publish use v2.

When to create a new version​

Change typeVersion impact
Fix a field label typoMinor — Unpublish, fix, re-publish (v1 → v2)
Add a new required fieldMajor — All existing editions won't have this field. Communicate with contributors.
Remove a fieldMajor — Existing edition data for that field is no longer accessible in new editions.
Change a field typeMajor — Existing values may become invalid.
Reorder fieldsMinor — No data impact.

Archiving a blueprint​

Archive a blueprint when it is no longer in active use and no new editions should be created from it:

  1. Open the blueprint → Actions menu → Archive.
  2. Confirm the action.

Effects of archiving:

  • The blueprint no longer appears in the active Blueprints list (archived blueprints are visible under a separate "Archived" filter).
  • No new editions can be created.
  • All existing editions remain accessible and can still be viewed, reviewed, and approved.
  • The blueprint structure and all edition data are preserved — archiving is reversible.

To restore an archived blueprint: Open the archived blueprint → Actions → Restore to Draft.

Short code​

The Short Code (max 10 characters, set in the blueprint details form) is used to generate edition reference codes:

{ShortCode}-{Year}-{Number}
Example: MPR-2026-01

Choose a short code that is:

  • Memorable and recognisable (e.g. MPR for Monthly Progress Report).
  • Unique within your workspace to avoid edition reference code collisions.
  • Consistent with your organisation's report naming conventions.

The short code cannot be changed after the blueprint is published.