FAQs

How do I enable Shared Drafts at my organisation?

Your Tendable lead needs to enable the feature from our admin tool. Once this is turned on, all existing drafts will become shared drafts.

How do I disable Shared Drafts at my organisation?

Your Tendable lead needs to disable the feature from our admin tool. Once this happens, only the initiator of an inspection will be able to access it, but the answers previously provided by collaborators will be preserved.

Does everybody have access to my drafts now?

Not quite. We show drafts to users based on their inspect permissions, which can be set individually or as a member of a staff group or key role. So, only the users which have access to conduct a given inspection will have access to continue a Shared Draft.

Can I stop certain people or certain inspections from being shared?

At present, the feature is either toggled on or off for the entire organisation.

Do I have to actively ‘share’ a draft for it to be visible to others?

No, ‘shared’ in this sense is a reference to the communal aspect of the draft - once the feature is turned on, all drafts will become 'shared'.

Where can I find a shared draft which has been saved?

Start New Inspection: when you follow the Start New Inspection flow from a browser, once you have selected the Area and Review Type, you will see a list of Inspection Types. If one or more drafts exist for that Area / Review Type / Inspection Type combination, you will be able to click through to see the list of options.

Drafts: when you open the drafts screen, you will be able to see all drafts which are available to you, sorted by the most recently updated being at the top of the list.

In either case, clicking the ‘Resume’ button will take you to the first question of the part-completed inspection.

When do Shared Drafts expire?

Draft expiry is set at an organisational level and most of our users now operate a 30 day window. Our recommendation is to review this with your team, as most of the data collected within an inspection becomes invalid quite quickly. It's our mission to reduce time wastage by eliminating unnecessary duplication of effort within teams!

What happens to any unsubmitted drafts when another inspection is submitted in that period?

The due date showing for that draft will be updated to the next submission period/deadline. Depending on the expiration date of that draft, it may expire before the new due date.

Who can delete a Shared Draft?

Only the initiator of a Shared Draft can delete it. Otherwise, the only other way is to wait for that draft to expire.

I’m a Peer/Expert, can a Self inspector continue my inspection?

Start New Inspection: 

• When you follow the Start New Inspection flow from a browser, the first step requires the selection of Self/Peer/Expert, which then populates the list only with those inspections. 

• All inspections in the list are visibly tagged with Self/Peer/Expert. 
• Once the ‘Resume’ button is clicked, there is a confirmation screen where the user must confirm that the review type is correct.

Drafts: 

• All drafts are visibly tagged with Self/Peer/Expert.
• Once the Resume button is clicked, there is a confirmation screen where the user must confirm that the review type is correct.

Can I change the Self/Peer/Expert selection once a Shared Draft has been started?

No, this is no longer an option.

Why can't I find a draft?

Make sure you have selected Review Type of a draft when you are looking for it through the Start New Inspection screens - it could have been incorrectly saved. One sure fire way to find it would be to access the Drafts screen and use the Inspection Type and Area filters.

What if I just want to start a new inspection?

You can always start a new inspection by following the existing ‘Start New Inspection’ flow. Whether or not an inspection has existing drafts against it, the first option is always to start a new inspection.

Once I’ve answered a question, can anybody else change that answer?

This ability can be enabled or disabled at an organisation level:

• if enabled, users can overwrite existing answers
• if disabled, users can only answer questions that aren’t already answered

How can I tell if somebody else has edited a draft? What kind of audit trail is there?

Whilst a draft is live (not submitted), you will see a timestamp beneath each answered question within an inspection - this includes the date and time of the last time that question was updated, and the name of the person who did that.

Once an inspection has been submitted, the timestamps are available in the PDF inspection report.

Can somebody edit a draft whilst I’m working on it?

If you are actively working on a draft, if another member of the team tries to resume the draft, they’ll see a message warning them that you’re currently editing that draft. 

After a period of inactivity, other members of the team can 'take' the inspection and begin providing their own responses.

This doesn’t mean that you are then both collaborating in real time (like Google Docs or MS Powerpoint) - if there is a case of duplicated answers, the most recent answer prevails.

Why can’t I see any Shared Drafts on the mobile apps?

We currently only support Shared Drafts on the browser as it’s in development for mobile. This is set to be released within Q1 2025.