Who is this article for?

Mobile users who want to learn to submit reports and audits with outdated form templates in the mobile app.

No elevated permissions are required.

The mobile app now checks whether the form template used to create a report is still the latest version on the server before submission, giving you visibility and control when template changes occur.

Understanding the outdated template warning

Previously, if a form was updated on the web while you were working offline (or had not yet synced), the mobile app could submit the report against an outdated form template. That could leave submitted reports missing newly added fields or other template changes, and you were not clearly told that a newer version existed.

With this update, when the app detects that a newer form revision is available, it prompts you before submission. There is no automatic field mapping from the old template to the new one in this release. You can either submit using the version you filled in, or cancel, resync, and complete a new report on the latest template.

Submitting reports online with an outdated template

To submit a report when online:

1. Open a draft report that was started on an older form template, while a newer published revision already exists on the web.
2. Tap Submit while the device is online.
3. If the local template is outdated, the mobile app shows the Form template outdated confirmation.
4. Choose one of the following:
   • Submit Anyway — submit the report using the current (older) template. New fields or changes from the latest template are not included. The report can be reviewed or updated later in the web application
   • Cancel — do not submit. Resync the app manually to download the latest form version, then refill and resubmit as a new report if needed

Submitting reports offline and managing the outbox

To submit a report while offline:

1. Submit a report while offline. The outdated-template check is skipped while offline, and the report is queued in the Outbox as usual.
2. When the device is back online, open Outbox. The app automatically checks queued reports against the latest server form revisions.
3. The outdated form will show a red alert: Form template outdated. Click to view more.
4. Tap the alert (or send the selected report) to open the same confirmation dialogue.
5. Choose Submit Anyway to release the upload or Cancel to keep the report, resync, and start again on the latest template.

Note: If the form template is up to date, it will send to the web automatically.

Using outbox multi-selection to send or delete reports

The outbox now supports selecting multiple queued reports.

To send multiple reports:

1. Select the reports you want to send.
2. Tap Send.
3. Confirm before sending. If any selected report has an outdated template, the outdated-template dialogue is shown instead of the normal send confirmation.

To delete multiple reports:

1. Select the reports you want to delete.
2. Tap Delete.
3. Confirm before permanently removing the selected reports from the outbox.

Important: Deletion cannot be undone.

Submitting audits with outdated findings templates

When submitting an audit that includes findings created on an outdated findings form template, the app shows a similar confirmation to outdated forms.

The Findings template outdated dialogue offers two options:

• Submit Anyway — the submission will not include the latest findings changes. The audit can be updated via the web application after submission
• Cancel — resync the app to retrieve the latest findings version, refill, and resubmit the audit

Understanding how the feature behaves

Recognising what this feature improves

This feature provides several key improvements:

• Clearer visibility of template drift — you are told when the form you filled in is no longer the latest published version
• Informed choice at submit time — you can proceed with the older template or resync and start again on the latest version
• Safer outbox behaviour — queued outdated reports are held until you explicitly choose Submit Anyway, instead of uploading silently
• Better outbox control — multi-select send and delete makes it easier to manage several queued reports at once

Note: This feature is best suited for organisations that publish frequent form template updates on the web while field users continue to complete reports on mobile, including offline work.

Taking note of important limitations

There is no auto-mapping in this release. Choosing Submit Anyway does not copy answers into newly added fields on the latest template. If those new fields matter for compliance or process, cancel, resync the app, and raise a new report on the latest form — or update the submitted report later in the web application.

• Always resync before starting critical reports — after form designers publish a new revision, sync so new drafts use the latest template from the start
• Submit Anyway is intentional — it preserves the ability to get operational data in when reconnecting, while making the trade-off explicit
• Delete from outbox is permanent — deleted queued reports cannot be recovered from the device outbox
• Forms deleted or archived on the web — there is no dedicated graceful handling yet for forms that were removed or archived after the draft was created; such reports may still submit against the older template. Treat this as a known limitation

Following recommended guidance

When publishing a new form revision on the web, communicate the change to mobile users and ask them to sync.

If you see Form template outdated, decide as a team whether to:

• Submit Anyway for time-critical capture, then complete any new fields on web; or
• Cancel, manual resync, and recreate the report on the latest template when completeness of new fields is required

Review the outbox regularly after reconnecting so outdated items are resolved deliberately rather than left queued indefinitely.