Duplicating and Archiving Forms

The Year End Checklist makes it easy to duplicate current forms and archive the previous year’s forms. For each form in your list, you will have the option to:

1. Do Nothing - Leave the current form "as is" in your list of forms.
   
2. Archive Only - Move the current form to the Archived Forms list.
   
3. Duplicate and Archive - Make a copy of the current form and move the old form to the Archived Forms list. (Duplicated forms will be presented in your list of forms as Draft/Expired.)
   

After you make your selections, the system will complete this process all at once per the schedule you have set.

Best Practice: Create a new form each year.

You can use the same form multiple years. But if the form is set to one time only, contacts who purchased from the form last year will not be presented with the form in the new year. Re-using the same form is also bad for reporting.

SKUs

You do not need to create new SKUs unless you have new products for sale.

Identification Stamp

The checklist allows you to “stamp” all of the forms that you are archiving. This will help you pull up all of the forms from previous years and know which year the form was active.

1. New forms will be in Draft Mode.
   
2. Forms can also be duplicated and archived individually at the form level at any time.
   

Manually Duplicating & Archiving Sales, Data, & Volunteer Forms

 Step 1:  Duplicate the Old Form

1. Select the form.
   
2. On the Overview tab, click the orange "duplicate form" button and select "Yes, make me another"
   

Step 2:  Update Your New Form

Your duplicated form will be exactly the same as the old form (including the title), except it will be in Draft Mode.

1. Change the Title of the new form.
   
2. Make edits to the new form including the Description, Settings, Line Items, etc.
   
3. Set the form to Active when ready
   

Step 3:  Archive the Old Form

You can either archive your old forms one at a time as you make new ones, or you can wait and archive them all at once as part of the Year End Transitions process.

To archive a single form:

1. Open the old form and change the Mode to "Archived."
   
2. Once you click Save, this will move the form to the Archived List of forms.
   
3. You can view all Archived Forms by going to Store & Forms / Forms / Archived Forms.

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