What We've Discovered:
In some instances, forms that use the "last completed" pre-population method may not be receiving the most recent data as expected. This typically affects workflows where information should automatically flow from one completed form to the next step's form. The majority of affected forms are historical records, created prior to Mosaic version 20.1.5, where the underlying technical issue was resolved.
How this might Affect Your Users
It's important to note that the majority of affected data relates to historical records, and the core technical issues have been resolved in recent Mosaic versions.
On the rare occasions this does occur, your social care workers may notice:
Expected information not appearing: Fields that should automatically populate with recent form data may appear empty.
Information from previous cases: In some cases, older information from previous completed forms may appear instead of the most recent data.
No system notification: There are currently no visual indicators to alert users when the expected current data is not available.
Technical Background
We've identified three potential causes for this issue:
1. Historical Issue were re-opened and 're-finished' worksteps could be missing a finished date on the forms (Resolved)
Status: Fixed in Mosaic v20.1.5 (several years ago).
Impact: This was the primary cause, affecting mainly historical data.
Current Risk: No new occurrences, but historical data remains uncorrected.
2. Duplicate Forms Issue (Recently Resolved)
Status: Fixed in Mosaic v25.1.
Cause: Multiple Mosaic sessions (in browser or separate machines) creating duplicate forms within worksteps - not a supported use of Mosaic.
Current Risk: Significantly reduced frequency of new occurrences.
3. Form Creation Timing (Under Investigation)
Status: Rare occurrence under investigation. This was a single occurrence identified in a very large customer database. Our theory is that it may relate to where a workstep has an optional form added to a workstep and then the workstep is finished prior to being saved. If this is correct, it is likely to occur very rarely - and the likelihood of the optional form being the source of pre-population too makes the likelihood much lower.
Current Risk: Appears to be isolated incidents but we will investigate as a priority and update when we have further information.
Solutions Available
Data Analysis and Correction Scripts
We have developed comprehensive scripts that are available for both Oracle and SQL Server instances:
Identification Script: Identifies forms in your instance that have this issue, providing you with visibility of affected records
Correction Script: Adds the missing completion timestamps to affected forms, using the workstep completion date as the form completion date (which reflects the intended behavior)
Important Note: The correction script will not modify records where duplicate forms exist within worksteps, as these require separate resolution. For more information, see this knowledge article.
Automatic Resolution
These data corrections will be automatically applied during your upgrade to Mosaic v25.2. The same correction scripts described above are included in the v25.2 upgrade process, ensuring all affected historical data is resolved and any missing completion timestamps are added as part of your normal update process.
Customers affected by this issue should create a new case.