Save as Draft | Zoho Recruit

Working with Drafts

The Save as Draft feature in Zoho Recruit is a powerful tool that can help you save time and safeguard your work, especially when interruptions occur. It allows you to save records with minimal information, and automatically drafts the records every minute. This means that you can start working on a record, save it as a draft, and come back to it later without having to worry about losing your progress. You can utilize drafts to work on content at your convenience, starting and resuming drafts whenever it suits your schedule. The Save as Draft feature is especially useful for complex and lengthy records, such as the job postings or the interviews that you are scheduling.  

Benefits of using drafts

  1. Save time and improve your workflow: You don't have to start over from scratch every time you need to create a new record. You can simply open a draft and continue working on it, saving time and effort.
  2. Never lose your work: The Save as Draft feature automatically saves your drafts every minute with the help of the Auto-Draft feature. This means that you can be sure that your work is never lost, even if there is a power outage or computer crash.
  3. Effortlessly save records with minimal information: You don't need to enter all of the information required for a record before you can save it as a draft. You can start with just the basics and add the rest of the information later, eliminating the need to complete all the fields at once.
  4. Review and revise your work before sending or publishing: Once you have finished working on a draft, you can review it and make any necessary changes before saving it.
Editions: This feature is available for both the Corporate HR and the Staffing Agency editions.
Plan Required: This feature is available for all pricing plans, including the Free plan.
Profile Permission Required: 
  1. Users with the Create module permission can create, edit, and save drafted records
  2. Users with the Delete module permission can delete the drafted records.
  3. Users who drafted the record can view, edit, update, delete, and save them as a normal record regardless of their data sharing settings.
Modules Supported: Job Openings, Candidates, Interviews (Formal and Video Interview), Departments, Clients, Contacts, Vendors, and Custom Modules.

How do I access my drafts?

To access your drafted records,
  1. Go to the module where you saved a record as draft.
    [Module - Job Openings, Candidates, Interviews, Departments, Clients, Contacts, Vendors, and Custom Modules]

  2. Click More Actions, then click Drafts.
    The list of all the drafted records saved in that specific module will be displayed. You can open a draft and continue working on it.

Using Drafts

The capability to save drafts is very valuable for gradually refining a record's information while ensuring the preservation of your ongoing work.

Saving records as drafts

To save a record as draft:
  1. Go to the module where you are creating a record.
    [Module - Job Openings, Candidates, Interviews, Departments, Clients, Contacts, Vendors, and Custom Modules]
  1. Fill in the required fields. The auto-draft function saves your record every minute while you are working on it.

  2. To save manually, click the Save as Draft icon.
Note: The record can only be drafted if you fill out the mandatory fields. The mandatory fields required to save a record as draft are listed below.
Mandatory fields
Job Openings
Posting title
Last name
Interview name
Department name
Client name
Last name
Vendor name

Viewing and editing drafts

To view and edit a draft:
  1. Go to the Drafts page. Click on the draft you want to open.
  2. Make your changes. Click the Save as Draft icon to save your changes.

Important Note:
  1. A draft is an incomplete record that has not been finalized. Saving a record (Eg: job opening, candidate, etc.) as a draft doesn't make it a valid record. 
  2. Drafts cannot trigger Approval ProcessBlueprints and Workflows until they have been saved and appear in the Module's List View Page.
  3. You can only Edit and Delete drafts. Upon saving them as normal records, you can perform module-specific actions (Send Email/SMS, Add Tag(s), etc.). The same rule applies for Bulk Actions (Mass Update, Macros, etc.).
  4. Once drafts are saved, they are displayed in the Module's List View page as normal records. Until they are saved, drafts will be excluded from search results.
To save a draft:
  1. Navigate to the Drafts page.
  2. Select the draft you want to save.
  3. Click the Save button.
While saving a draft, you can also perform other actions, such as associating and publishing the record.

Deleting drafts

To delete/discard a draft:
  1. Go to the Drafts page.
  2. Click on the draft you want to delete.
  3. Click the Delete button.

When you delete a draft, it will be removed permanently, along with any attachments. This means that you will not be able to recover the draft or its attachments once they have been deleted. It's important to be careful when deleting drafts.

Also note that attachments deleted from drafts will be removed permanently and cannot be recovered from the recycle bin.

Filtering drafts by criteria

The Criteria component is a powerful tool that can significantly save time and enhance your productivity in Zoho Recruit.
By harnessing the capabilities of the Criteria function, you can efficiently locate the specific drafts you require, even when dealing with a substantial number of drafts, some of which might have common names. This function simplifies your recruitment tasks, making them more efficient and effective.

Here is how to use the Criteria component to filter drafts.

To use criteria and filter drafts;
  1. Go to the Drafts page.
  2. Click the Criteria.
  3. Select the fields you want to use to filter your drafts.
  4. Enter the criteria for each field.
  5. Click the Search button.
A list of drafts that match your criteria will be displayed. You can then open, edit, or delete any of the drafts in the list.
Note: A maximum of 25 criteria can be applied while filtering drafts.

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