Method to Retire Old Custom Forms

[#1]

There is often a need to make a new generation of a forms. (example, removing a field requires a new gen form so that the old data is preserved)

There is no way to make both forms visible to users on projects, but only allow the current version to be picked for new projects.

Fully unsharing the old form hides the form (good!), but also hides the data on legacy projects using the form (bad!).

Current approach is to add "ZZZ Retired Form" to the title to push it to the bottom of the list but keep it shared. This title then looks messy on projects.

[#2]

Hmm... that is interesting. We just move old fields to a section at the bottom that is Admin Only. No one can see or edit the fields, but if we need to use them in reporting, we just have the report run with the permissions of an admin. That way people can still see the fields, but they aren't clustering up the custom form really.

I do like the idea though of making a custom form inactive so that it isn't lost but that people cannot select it for an new projects (tasks, issues, users, etc.)

[#3]

That is a good thought Anthony, and may work as a workaround for some of our situations. Thanks for sharing.

The only risk in my eyes is that the project managers mistake the info as "gone" not knowing that they could request a view of it through an admin report.

[#4]

It appears this has recently been launched in 2019.2. You can now mark some objects as IsActive=No.

https://support.workfront.com/hc/en-us/articles/360018813534