Saving Workflow Draft

Introduction

Feature(s)

Save Draft refers to saving data at the start node in a workflow. If you enable Save Draft, you can temporarily save the data in a workflow without submitting them. The draft data will not be submitted and stored to the system, and cannot be used in data retrieval and analysis.

Note:

You can only save drafts at the start node in a workflow. Saved drafts do not consume record usage in a form, and are free to be used.

Application Scenario(s)

In the case of entering too much data, you may have to spend much time on it or have to finish the data input on the next day. In this case, resort to the Save Draft feature.

Preview

The effect of saving draft data is as follows.

Setting Procedure

Where to Enable

Select a workflow form, click Edit > Workflow, click the start node, and go to Node Properties > Advanced to enable Save Draft.

Enable Save Draft, and then customize the button text for Save Draft as needed. After finishing all the settings, click Complete.

Using Draft

1. Save draft data.

On the workflow initiating page, click Save Draft after entering data.

Besides the permission set Initiate Now, you can also save drafts in other permission sets in which you have the data-adding permission.

2. View draft data.

After you save draft, Drafts will be displayed on the page. Click Drafts to check all the draft data you have saved in the form.

In Drafts, the draft is presented in the form of a card, which includes information such as the record title, the first three fields of the form, and the updated time.

The following fields can be displayed in Drafts: Single Line, Multi Line, Number, Date&Time, Radio, Checkbox, Single Select, Multi Select, Member, Members, Department, and Departments.

3. Edit draft data.

After editing the draft data, either submit the data or save it again.

4. Delete the draft data.

Click Delete next to the draft data to delete it.

Difference between Save Draft and Stash

Both Save Draft and Stash support temporarily saving data. However, there are also some differences between the two features:

Rule(s)

If you have enabled Save Draft and are saving draft data, your have to conform to the following rules:

Rule(s) of Saving Draft Data

1. Saved draft data cannot be considered as valid. When you save draft data, you cannot initiate a workflow. The draft data cannot be used in/trigger the data linkage, data analysis in dashboards, the calculation and validation in Aggregate Tables, the calculation in Data Factory, Webhook, Automations, Record Revision History, printing, and so on. Moreover, draft data cannot trigger the validations on submitting data at a node, filling in required fields, entering numbers within a range, and duplicate values of fields.

2. If you submit draft data, you will submit a workflow, and the draft data will be stored to the system. Then you can view and manage them on the Manage Data page.

3. When you initiate a workflow after submitting draft data, the draft data will take effect and can be used in calculation and statistics.

4. Each member can save multiple drafts, and each draft can be saved multiple times. When you save the same draft data for several times, it will be overwritten and updated. Note that only the latest draft data will be stored.

5. You can save 10,000 drafts in one form per day. If the number of the drafts exceeds the limit, you can only modify the data instead of saving drafts. If you need to save more drafts, do it next day. An admin cannot manage draft data. It means that, even if a member deletes drafts, the admin will not grant the member more draft capacity. The capacity will be refreshed to 10,000 drafts next day. The system will calculate the total number of drafts in one day based on the time when the first draft is saved.

6. Draft data will be deleted in 90 days. The expiration date is calculated from the time when the data was saved. If the draft data expires, it will be deleted automatically.

7. You can only save draft data when the workflow is first initiated. If the data is returned to the start node, you cannot save draft data.

Rule(s) of Deleting Draft Data

1. Members can delete draft data saved by themselves in Drafts. However, an admin cannot delete draft data saved by members.

2. If draft data is submitted to the system, the data will be valid and will be automatically removed from Drafts.

3. Draft data will be deleted in 90 days. The expiration date is calculated from the time when the data was saved. If the draft data expires, it will be deleted automatically.

4. The draft data cannot be restored once deleted.

Rule(s) of Synchronizing Draft Data

When you make any change in a form, the saved draft data will be updated synchronously.