Move work to a newer version

Work keeps the version of its template it started on. When a newer version fixes the process, a manager can move running work to it, one project at a time. The newer version is allowed only when its difference cannot spoil work already done: today, new wording, a new checklist, a new place a checklist line is answered from, a new task that nothing already in the work waits for, a new job role to record a client's task, a changed due date of a task, and a change to where an answer shows on another task's card. Anything else keeps the work where it is, and the screen says why. You need to be a department manager or a company administrator.

• The newer version is published. A draft or a retired version is never offered.
• A move goes forward only, to a newer version of the same template. Work never moves to another template.
• Nothing moves on its own. A person always chooses each move.

From the template, for any of its running work:

1. 1.
   On Workflow Templates, select the template's row.
2. 2.
   In Versions, select Older work on the newest published version's row. It shows only when some work runs an older version.
3. 3.
   The line above the list says how many of the projects can move. Each project shows its record's name and its kind of work, as Workflow Projects does. Under it are the version it runs and its ID, which tells two projects apart when their record has no name yet. A project that cannot move shows why instead of a button, in one sentence that starts “Stays on v”.
4. 4.
   Select Move to v5 (the newer version's number) on the project's row. The question lists what changes for that work, task by task, and the checks it resets. Select Move.

Or from the project's own page:

1. 1.
   Open the project. When a newer version is published, the top row shows Move to v5.
2. 2.
   Select it, read what changes, and select Move.

When the newer version cannot take this work, Move to v5 is grayed out. Point at it to read why. The same sentence shows once in a gray message when the page opens. It starts “Stays on v” and gives the reason in plain words, for example: Stays on v1: an approval on it names an outside party.

The system decides whether a move is allowed, from one published list. The list is short on purpose: it grows only when a new kind of change is ruled safe.

Any other change keeps the work on its version. The sentence names the newer version, then what it does, for example Stays on v4: v5 removes a task.

The work itself can also keep a move from happening:

• it is still being set up: the work has not finished starting. It can move once it is ready.
• it is canceled: canceled work stays as it was. It can move after it is reactivated.
• its property or engagement is deleted: the work is paused.
• an approval on it names an outside party: a release approval names an outside party's item, and an approval is never rewritten. The work finishes on its version.

A skipped task never keeps work from moving: a task removed by the newer version is refused whatever state it is in.

A message says the work now runs the newer version. The project leaves Older work, and its page no longer offers the move. Its task cards show the newer words and checklist lines.

• There is no Older work: no running work is on an older version, or your role does not allow moving work.
• A message starts “Stays on v”: something changed since the list was read, for example the work was canceled. Nothing moved. See Work does not move to a newer version.