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Forms Data Availability - after fields have been deleted

posted on August 16, 2018

Client updated one of their Forms Business Processes. During this update, certain fields were removed/deleted and new ones added. This was done early last year.

They are now attempting to run a report which dates through the period that fields were present. The report is showing the blank for the fields that were removed/deleted even for periods during which the fields existed.

For Example, let say the affected fields were deleted on July 1st, 2017. Reports for Forms that were submitted prior to July 1st still show those fields blank.

  1. Is this an expected behavior?
  2. Would these data still exist in the Forms Database?
  3. If yes, how can this data be retrieved?

 

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replied on August 16, 2018

Did you remove the field off the form? Or the variable entirely? 

If you just removed the field off a form, all the data from previous submissions should have been retained. You should be able to add that older variable to a report and see data on it from previous submissions. 

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replied on August 16, 2018

Thanks Jared.

Can you clarify the difference between the field and variable in this context?

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replied on August 16, 2018

When you add a field to a form, a variable is automatically created to store the data that comes in. When you delete the field from the form, the variable still exists and the data will be retained. If you go to the form designer, in the pane with all the fields to choose from, there's a Variables tab at the top. If you click the Variables tab, you'll see a list of variables that are a part of the process. Any variable that is used on the current form will be grayed out, any variable not used on this form will be enabled. 

If you just deleted the field from the form, the variable should still exist in this variables tab and all the data will still be associated with it. You could even drag the variable on to the form again to bring it back and collect data again. 

If you don't see the variable here, the variable was permanently deleted and the data would be gone with it. This means that a process admin came to this Variables pane, opened up the settings gear, deleted the variable, and confirmed in the dialog that they wanted to deleted the variable completely. 

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