The Draft Records feature in Apricot enhances user experience by allowing users to save progress on forms before completion. With this feature, users can start documentation, pause work, and return later to finish — even if required fields are not yet filled out.
This functionality supports greater flexibility, accuracy, and workflow efficiency for staff managing client data or multi-step documentation.
Getting Started
Draft Records are available to Apricot Core/Pro and 360/Enterprise clients. Administrators can enable this functionality on individual forms by selecting Allow Drafts under Form Properties.
Note: Turning off Drafts does not delete or hide existing drafts. Users can still access, view, and complete those drafts from Record Search.
Feature Details
The Draft Records feature allows users to:
Save progress without completing all required fields.
Resume draft forms at any time.
Identify draft forms through color-coded status indicators in Record Search.
Filter search results by Drafts, Completed Records, or both.
View the timestamp and user information associated with the most recent save.
Note: Only the latest saved version of a draft is retained—there is no version history per draft.
Draft Management Tools
Draft Manager (Administrator Tool)
Found under Record Manager, this tool allows Administrators to:
View all active draft records across all users and forms where drafts are enabled.
See details such as Last Modified, Created By, and Record Name.
Use filters to narrow results.
Archive drafts using the trash can icon.
Send custom notifications (bell icon) to prompt users to complete drafts.
Note: Administrators have full visibility into all drafts, regardless of who created them.
My Draft Manager (Standard User Tool)
This feature allows users to:
View drafts they created or modified.
See creation and modification details.
Archive their own drafts — even without full record archive permissions — for easier data management.
Accessing Drafts in Progress
Users can find and open draft records in Record Search, where draft status is clearly shown.
Tier 1 drafts are only accessible through Record Search, as a Tier 1 record must be completed for its Document Folder to exist.
Tier 2 drafts can be accessed through Record Search and the Document Folder of their associated Tier 1 record for quick access.
Additional Considerations
Keep in mind the following:
Tier 1 records must be completed before any Tier 2 records can be created or saved as drafts.
Drafts are excluded from Native and Results Reporting.
The Draft Records feature does not currently support:
Inventory
Connect
Network Referrals
Rules & Alerts
Secure Web Forms