Overview
Users can ‘Archive’ any draw that may have been created in mistake or needs to be archived for other reasons. Once a draw has been archived, it’s in a read-only form, but still viewable from the draws list.
Pre-requisites to Use
Full CRUD permissions for draws.
Archiving a Draw
Step-by-Step Instructions:
Step 1: Navigate to the draw list within your project.
Step 2: Locate the draw you want to archive.
Step 3: Open the draw and look in the top right corner to open the ‘tri-dot’ menu. In that menu should be an option to ‘Archive’ the draw.
Step 4: You’ll be asked to confirm this action because it is not reversible.
Step 5: Once the action has been confirmed, the draw will appear in the ‘Archived’ tab of your draws list.
Note:
Users who access an archived draw via shared URL can still view the draw in a read-only state.
Viewing Archive Draws (Read-Only Mode)
Description
After archiving, the draw becomes fully viewable in a read-only state. All previously entered information remains visible, but no fields can be edited. This helps maintain transparency and accountability while preventing unauthorized updates.
Step-by-Step Instructions:
Step 1: Navigate to the Archived tab within the Draw Management page of the project.
Step 2: Confirm that the draw loads with a status of "Archived" displayed.
Step 3: Review the information across tabs:
Overview: Shows draw status and discard timestamp.
Rules: Shows all Rule updates on the draw prior to being archived.
Sources & Uses: Visible but uneditable.
Documents: Documents remain accessible, but no edits/uploads allowed.
Disbursements: Past disbursements are shown.
Approvals: Displays approval history.
Comments: Users may still add comments.
Payables: Displays attached payables in a view-only state.
Note:
Archived draws display their archive status and timestamp on the Archived tab of the Draw Management page.
The documents page will no longer list the discarded draw or its files, but users can still access them via the original archived draw.
Summary
Archiving a draw is a non-destructive way to manage outdated or no-longer-relevant draws. It maintains visibility, preserves data, and allows key draw components to be reused elsewhere while ensuring data integrity and workflow cleanliness.
FAQ
What does it mean to archive a draw?
Archiving a draw means that it is moved to a read-only state, making it viewable but not editable.
How does archiving a draw affect my draw numbers?
Archived draws will keep their draw number. Any draw created after will be the next in the number sequence. For example, if you archive draw 4, the next draw you create will be draw 5, and draw 4 will always exist on the archived tab.
Do I need special permissions to archive a draw?
Yes, you need full CRUD permissions for draws to archive them.
Can I archive a draw if there are no existing draws for a deal?
No, at least one draw must exist for a given deal to archive it.
Is the archiving action reversible?
No, once a draw is archived, the action cannot be reversed.
How can I view an archived draw?
To view an archived draw, click the draw name from the list in the 'Archived' tab.
Where can I find the option to archive a draw?
The option to archive a draw can be found in the 'tri-dot' menu in the top right corner of the draw.
What happens after I confirm the archiving of a draw?
After confirmation, the draw will appear in the 'Archived' tab of your draws list.
Can I edit an archived draw?
No, archived draws are in a read-only form and cannot be edited.