Preserve Transactions When Switching Donors
Overview
While you build a transaction, In-Kind Pro saves it as a draft (a transaction in progress). If you leave the screen, switch to another donor, close the app or change devices, the products you already added are not lost: the next time you open a transaction for the same donor, the app offers to continue with it.
This article explains when a draft is saved, how to recover or discard it, and how it works for each role.
How it works
When a draft is saved
Every time you add a product to the transaction.
When you leave the products view, with the back arrow or by going to any other screen.
The draft keeps the products, their quantities and details, the note and the attached files. A transaction with no products is not saved as a draft, and removing every product discards the draft.
When a draft is discarded
When the transaction is submitted (Donate).
When you select Remove on the products view and confirm.
When you choose Create a new one in the Transaction in progress window.
When it expires it is no longer offered. By default a draft is kept for 1 week (see Settings below).
What is not saved as a draft
External transactions: they have no donor account to keep the draft for.
Transactions that already exist and are being edited, for example after a rollback.
Step by step: switching donors
This example uses an agency administrator. Agency users follow the same steps.
Go to Transactions, select + and choose the Center, Grant and Donor. Select Continue.
Figure 1. New transaction with Center, Grant and Donor selected.
Add products. The draft is saved automatically, nothing else needs to be done.
Select the back arrow, choose a different donor and select Continue. The new donor starts with an empty transaction, and the first donor’s products are kept in their draft.
When you select the first donor again and select Continue, the Transaction in progress window opens. It shows when the draft was created and how many products it has.
Figure 2. Transaction in progress window for a donor with a saved draft.
Choose an option:
Figure 3. The recovered draft: the product and its quantity are back.
How it works for each role
Staff users (administrators and agency users)
Drafts belong to the user who created them. Another staff user who opens a transaction for the same donor does not see your draft.
You can have one draft for each donor, so you can switch between donors without losing work.
A draft is offered only when you choose the same Center and Grant it was started with. If you start a new transaction for that donor with another center or grant, it replaces the previous draft.
Donors
A donor has only one transaction in progress at a time, tied to the center and grant selected in the top bar.
When the donor starts a new in-kind for that center, the window asks: “There is an unfinished transaction saved for this center. Do you want to continue with it?”
If they start a transaction in a different center, it replaces the previous draft.
Changing the center while building a transaction
Agency users and donors pick their center in the top bar. If they change it while a transaction with products is open, the app asks for confirmation:
Working offline
Without a connection, the draft is saved on the device and is sent to the server when the connection comes back.
Attached files are not saved while offline, because they cannot be uploaded.
A device keeps up to the number of drafts set in System preferences (10 at most). When the limit is reached, the oldest draft is removed and a warning is shown.
Settings (administrators)
Go to Settings > Agency > System preferences > Transactions.
Figure 4. System preferences, Transactions tab.
Related articles: In-App Transactions · External Transactions · Transactions List and Filters