When content and workflow which are a part of the program, undergo any changes, the program will also need to be updated to synchronize the changes so that all assessments within that program receive the changes and continue to function in a meaningful way. You can use the following options to synchronize the changes in a program:
- Synchronizing the Workflow
- Updating Content
Synchronizing the Workflow
To synchronize the workflow changes:
- Go to Assessments > Programs.
- Locate the program of interest, check the box next to the program, and then select Synchronize Workflow in the More Actions drop-down list. A prompt box appears asking if you would like to synchronize the selected program with the latest template. Click Yes to inherit the changes. Note that the Synchronize Workflow action cannot be reverted.
Updating Content
To update the controls to the latest version at program level:
- Go to Assessments > Programs.
- Locate the desired program and select the program to open its details.
- Click the Changes tab, and click the Update controls to the latest version link which appears at the bottom of the Assessment Activity section. Then set the following options in the Changes section:
- Update Controls to the latest version. By default, this option is selected as 'Yes' so that controls are updated to the latest version.
- Clear question results if question text has changed. If the questions in the content are changed, you may check this option to clear the answers to the questions provided by the stakeholders when a questionnaire is in progress.
- Notify assessment stakeholders. By default, stakeholders are notified about the change in content. Clear this option if you do not want the stakeholders to know about the change in content.
- Notification Email template. Select an appropriate template to send an email to stakeholders.
- After you set the options, click Commit Changes.
Each time the workflow attached to the control or control objective is moved to the deployed stage, the version number is automatically incremented.
You will not be able to update the content changes for assessments in read-only or closed stage.
Ensure that you do not update content tied to a program immediately after executing the "Propagate Control Results" action. Please wait at least 30 minutes after executing the "Propagate Control Results" action before updating content.
