Update Evaluation Forms Linked to a Phase

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Updating Evaluation Forms for a New Cycle

In the Program Portal, once a Phase has completed evaluations, the evaluation form cannot be removed or replaced. However, as cycles progress, your program may want to update the evaluation forms. Based on the number of changes, refer to the chart below for the best solution:


Updates	Solution
Minor Updates: fixing typos, rewording existing questions, or updating questions to required/optional.	If you are not adding/removing questions or updating answer choices, no action is required outside of your minor updates.
Adding/Removing Questions: only adding additional questions to the evaluation form.	You can add additional questions to your evaluation for an upcoming cycle; however, these questions will appear as blank on evaluations from previous cycles. Removing questions from your evaluation form removes the question for all evaluations, including those that have been completed in previous cycles.
Major Updates: if you need to make multiple changes or replace the form entirely.	To change the evaluation form entirely, complete the following steps: Create a new evaluation form. Rename the current phase that the evaluation form is tied to, such as Previous Cycle Year - Phase Name (e.g. 2024 - In Review). Drag this phase vertically under the last listed phase to create a Phase Group. This Phase Group can be titled Complete. By moving the phase under another, it no longer appears on the Application Grid, avoiding any confusion moving forward. Create a new phase, titling it Current Phase Year—Phase Name (e.g., 2025 - In Review), attach the new evaluation form, and if applicable, create phase calculated fields. You can reposition this phase to be listed in the same position as the previous phase with the old evaluation form. Update any automations, workflows, calculated application properties, and segments that include last cycle's evaluation form to include the current cycle's evaluation form.