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Draft and Published Versions

Smart Formulas use versions so you can change rules without immediately affecting employees.
  • Draft: Editable. Draft versions cannot be assigned to employees.
  • Published: Read-only. Published versions can be assigned to employees.
  • Archived: Hidden from the default list and cannot be assigned until restored.

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Publish a Draft

To publish a formula:
  1. Select Smart Formulas > Configure.
  2. Open the draft formula.
  3. Review the rules.
  4. Click Publish.
Publishing makes that version read-only. To change it later, create a new draft version.

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Edit a Published Formula

Published formulas cannot be edited directly. To make changes:
  1. Open Smart Formulas > Configure.
  2. Find the published formula.
  3. Select Edit.
  4. Confirm Create Draft.
  5. Make the changes.
  6. Simulate the new draft.
  7. Publish the new version when ready.

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Version History

Use Version history to view previous versions of a Smart Formula. From version history you can:
  • View published versions.
  • Edit the current draft.
  • Delete a draft.
  • Restore a published version as the current draft.
Restoring a previous version creates or replaces the current draft. It does not automatically change employees already assigned to another published version.

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Update Assigned Employees

When you publish a new version of a Smart Formula that employees already use, the publish dialog can optionally move them to the version you are publishing.
  • Leave the option unchecked: Employees stay on their current published version until you reassign them from Smart Formulas > Assign (same as before).
  • Select Update assigned employees to this version: Each affected employee is moved to the new version. Their base rate stays the same. Rules and allowance lines come from the new version. UpSheets does not raise base rates to a new award minimum or classification rate automatically.
The checkbox only appears when at least one employee in the organisation is assigned to an earlier version of the same Smart Formula. If an employee cannot be updated during publish, the new version is still published. Reassign that employee from Smart Formulas > Assign.

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Archive or Restore a Formula

Archive a formula when it should no longer be used for new assignments.
  • Archived formulas are hidden from the default list.
  • Archived formulas cannot be assigned.
  • Existing historical versions remain available for reference.
  • You can restore an archived formula if it needs to be used again.
For most changes:
  1. Create a draft from the current published version.
  2. Update the rules.
  3. Run a simulation with normal, overtime, break, and allowance examples.
  4. Publish the new version. Optionally select Update assigned employees to this version in the publish dialog.
  5. If you did not update employees during publish, reassign them from Smart Formulas > Assign when you are ready.
  6. Review the next import carefully before uploading to Xero.

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Update from the Award Library

If you copied a formula from the Award Library, Configure and the formula editor show a Library update badge when a newer library version is available.
  1. Choose View updates for a quick summary of differences (including classification rate details).
  2. Choose Update from Library.
  3. Review the draft (short name stays the same so pay item prefixes stay stable).
  4. Simulate, then publish. Optionally select Update assigned employees to this version to move employees while keeping their current base rates.
  5. If award minima changed, review base rates on Smart Formulas > Assign and update rates or classifications where needed.
Award Library multiple lines use names such as Sat x1.25. When a multiple changes, the library uses a new name so Xero creates a new pay item. Old pay items remain in Xero.