The short version: R6 lets administrators reuse an existing dependency object in imported workflows. It replaces nested tables and tabs with a drag and drop form builder, and it lets admins access all settings in a published form or workflow without opening a draft. For regulated teams, that means fewer hand-built copies of the same control, and a locked record you can inspect without touching it.
This is the sixth release of the 2026 cycle: 7 new features, 5 improvements, and 13 bug fixes. Here are the three that matter most for regulated teams, and what each one changes.
Forms are now built on a drag and drop canvas
Pillar: decision-based workflows.
Building a form used to mean working through nested tables and tabs. R6 replaces that with a canvas. Drag fields from a palette onto the form, reorder rows by dragging, and lay out section headings, spacers and up to three columns side by side. The palette offers a Simple set of everyday fields (text, number, date, yes or no, dropdown, file upload, person) and an Advanced set covering every metadata type. A field drawer sets the label, the options and the Required and Read-only flags, and "Show this field when" rules build conditional display without writing a formula. When a field is shared with other forms, the drawer says so, because a change there reaches every form that uses it. A Preview panel shows the form as users will see it, with conditional rules running live. Existing forms open in the new builder with their fields, options and settings intact.
Form fields in Aproove decide things: which questions a submitter must answer, what data travels with the asset, and how the project routes. When those rules are visible and testable before a form is published, the person who owns the compliance requirement can check the logic, not only the person who knows the formula syntax.
Map to existing objects on workflow import
Pillar: built-in auditability and governance.
Until now, an imported workflow would create new dependency objects (tasks, decision buttons, actions, etc.) in the imported environment even if the objects already existed. This would result in duplicate instances of the same object. A new import setting has been introduced to address this. Optionally, you can now map to existing objects on import.
If an edit needs to be made to a dependency object, it only needs to be made once. Less objects also help reduce clutter in the admin tool.
All elements in published forms and workflows can now be read without opening a draft
Pillar: built-in auditability.
Published forms and workflows are locked so they cannot change. Until R6, that lock also disabled controls that only display information, so reading a formula or previewing a form meant creating a draft first. Now the Mandatory, Read only and Hidden formulas on a form field, a field's value formula, the deadline formula on a workflow step, and the form preview are all available read-only on a published version. Formulas open in a pop-up where they can be selected and copied. Looking saves nothing and creates no draft or new version.
That matters when someone asks why a project went the way it did. A compliance lead, an auditor or a new admin can inspect the exact rules that governed a published version, and the inspection leaves the record untouched. A related fix protects publication itself: an interruption at the wrong moment could previously leave a workflow, task or form with no current version, so it disappeared from the product. Publication is now safe against that.
Also in this release
- The Admin portal moves to the Aproove 2.0 design system, with a new blue color scheme, a grouped and collapsible side menu, and a Home page that describes each Admin section. It is a visual refresh only, and every feature, permission and setting works as before.
- Reviewers can open the project Drive from inside the review interface. A side tray lets them search, browse and page through Drive files without leaving the proof, and it stays open as they move between proofs. A new task-level right controls access, optionally limited to files that match a name pattern.
- Workflow and project plan imports can reuse objects that already exist on the server, including tasks, decision buttons, policies and billing codes, instead of creating a suffixed copy of each one. The option is on by default, existing objects are never modified by an import, and the import log reports what was matched and why. A plan exported from a newer server version is now refused with a clear error.
- Microsoft 365 takes its next step. Enabling it for an installation now switches Office Online Server off automatically, and the Projects tab labels it MS365. Final approval from Microsoft is still pending, so Microsoft 365 document editing is not yet live, and installations that stay on Office Online Server are unaffected.
- Deleting a Drive folder now asks for confirmation, the project.info API call returns the project start date, and several Admin labels now use the same wording reviewers see and the documentation uses.
- Thirteen bug fixes are included. Customizing a step's message no longer rewrites the shared task behind it for every other workflow; messages overwritten before this release are not restored automatically, and your Aproove contact can help put them back. Date and time metadata is now stored correctly, and the Tasks CSV export respects the advanced filter you selected.
FAQ
Do I need to rebuild my existing forms for the new builder?
No. Existing forms open in the drag and drop builder with their fields, options and settings intact.
Does the refreshed Admin portal change any permissions or settings?
No. The refresh is visual only. Every Admin feature, permission and setting works exactly as it did before R6.
Up next
R7 continues the Microsoft 365 work toward general availability, alongside further refinements to the Admin portal and to import and export.
