Difference Between "Create a Copy" and "Create New Version" in Smart Assessment Templates

[pokulkarni]

Hi everyone,

I'm working with Assessment Templates in ServiceNow (Third-Party Risk Assessment) and noticed the following options in the template menu:

• Create a Copy
• Create New Version

Could someone help clarify:

1. What is the functional difference between Create a Copy and Create New Version?
2. When should each option be used?
3. How do these options impact existing assessments that were already created from the template?
4. Are there any best practices for managing assessment template changes over time?

Any examples or guidance would be greatly appreciated. Thanks!

Thanks,

Poorvi

[Hemanth M]

Hi @pokulkarni ,

Here you go

• Create a Copy :  This is to create a standalone assessment from the existing template to reduce time (by coping questions, sections etc...) - no relation to the copied template

More info here : https://www.servicenow.com/docs/r/governance-risk-compliance/smart-assessment-engine/sae-asmnt-templ... 

• Create New Version - This is a recent feature - to update existing published template by creating a new version, when you publish a new version, older version will be retired (it will not impact in progress assessments triggered)

More info here : https://www.servicenow.com/docs/r/governance-risk-compliance/smart-assessment-engine/create-a-new-te...

Best Practices:

Need to update verbiage, instructions etc..: use quick edit option

Need to update published template(Major changes) : use create new version

Need to create a new template similar to existing template : use create copy.

If you would like to learn more about Smart Assessments and its latest feature - please go through my articles:

here :

https://www.servicenow.com/community/developer-articles/servicenow-smart-assessment-simplified-a-ste... 

https://www.servicenow.com/community/developer-articles/new-smart-assessments-updates-granular-deleg... 

Hope it helps!!

[pokulkarni]

Hi @Hemanth M 

Thank you for the detailed explanation.

I tested the Create New Version functionality and had a question regarding the statement that the older version gets retired after publishing the new version.

In my testing, I don't seem to see the previous version being retired. I can still view the older version, and it appears to remain available. Could you please clarify what "retired" means in this context?

I would appreciate any additional details on how version retirement works in practice.

Thanks,

Poorvi

[Hemanth M]

Hi @pokulkarni ,

you would still see the previous version however state will be retired and I believe at least one smart assessment instance available/triggered from the previous template.

[Vinod54]

Hello @pokulkarni ,
Older Assessment template will become retired, the assessment instance which are active from the older template, remains in the same state, will follow the older template and complete. 

If my answer help, hit the Helpful and Accept As Solution button. 

Thanks,

Vinod Kumar M