If your organisation uses incident forms created in the original builder (V1), you can convert them to V2. The new builder gives you greater flexibility, easier maintenance, improved form design, and access to future enhancements. This guide explains what to prepare, how conversion works, and how to transition your team at a pace that suits your organisation.
We strongly recommend discussing your conversion plans with your Client Success Manager before proceeding. Planning ahead leads to a smoother experience for everyone involved.
Before you convert
Converting an incident type is more than a technical change. It's an opportunity to review your current processes, improve your forms, and prepare your team for the future. Review the following areas before you begin.
Area to check | What to consider |
Reporting and dashboards | Converted incident types use the V2 data structure. Existing dashboards, custom reports, export processes, and spreadsheet reporting may need updating. Review your reporting requirements before converting. |
Mobile app version | Users must be running a supported version of the 1Place mobile app to access V2 forms. Confirm all staff have updated before converting to avoid disruptions. |
External reporting platforms | If your organisation uses Zoho Analytics, Power BI, or other business intelligence tools, additional updates may be required. Discuss this with your Client Success Manager before converting. |
Use conversion as a design opportunity
Rather than simply recreating your V1 form, consider how V2 features can improve the experience for your team. The draft stage gives you time to make meaningful improvements before anything goes live.
Form design | Workflows and permissions |
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How conversion works
Once you're ready, the conversion process itself is straightforward.
Locate the V1 incident type
Navigate to your Incident Types list and find the form you want to convert. Many organisations label these as V1 forms, though naming conventions may vary.
Click Convert
The system automatically generates a V2 draft version of the incident type.
Review the draft
The converted form is created as a draft. Your V1 incident type remains active and fully operational. No changes are made to the live form at this stage, giving you time to review before publishing.
What gets converted automatically
✓ Questions
✓ Form settings
✓ Permissions
✓ Existing configuration
Because the V1 form remains active throughout, you can take as much time as needed to prepare the V2 version. There is no pressure to publish immediately
Transitioning at your own pace
You don't need to switch everyone at once. Most organisations move through four phases.
Draft | V2 form is created. V1 remains live. Review, refine, and test the draft at your own pace. |
Pilot | Publish V2 to selected centres or profiles via permissions. Gather feedback and refine before wider rollout. |
Full rollout | Expand V2 access to the full organisation. Both V1 and V2 can run side by side during transition. |
Archive V1 | Archive the V1 form to prevent new incidents being created on the old version. All historical records are preserved. |
Archiving V1 when you're ready
When you're ready to retire the old form, archive rather than delete. Archiving prevents new incidents being created on V1 while keeping all historical records fully intact.
When you archive V1, the following is preserved: ✓ Historical incidents remain accessible ✓ Existing reports continue to work with historical data ✓ Audit records are maintained ✓ Staff only see the current incident type moving forward |
Before you publish: review custom fields
Although most incident types convert successfully, always review the draft before publishing.
Pre-publish incident types:
□ Questions converted correctly
□ Answer options are accurate
□ Conditional logic behaves as expected
□ Groupings and sections are clearly organised
□ Reporting requirements are still met
□ All settings reviewed
□ Form tested thoroughly
If your organisation has multiple V1 forms, convert them one at a time. A phased approach lets you test each conversion thoroughly, validate reporting, and gather user feedback before moving to the next. |
Need help with your conversion?
Your Client Success Manager and the 1Place Support Team are available throughout the conversion process. Whether you're planning your first conversion, reviewing reporting impacts, or testing a converted form, we're here to help. Reach out early so we can build a transition plan that fits your organisation.
Spotted an issue or have feedback?
Contact our support team at support@1placeonline.com.