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Delete Stored attachments in forms

Forms
Updated May 7, 2020
asked on September 5, 2018

Hi everyone,

I have seen a few posts regarding this, but the most recent ones date from last year. I'd like to know if there is a way to delete attachments uploaded in forms stored on the DB without deleting the process history or breaking the form when being displayed. We're looking at a way to do this in order to keep the Forms database size to a minimum.

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Answer

SELECTED ANSWER
replied on September 6, 2018

In Forms 10.4, we are releasing a data maintenance feature that will let you set a retention length for files uploaded to forms, process instance data, and process instances as a whole. This feature will allow you to set, at a global or file upload field level, how long you wish to retain uploaded documents in your Forms database. You can even set this retention to 1 day if you store the file in the repository as part of your process and don't want it in the Forms database. Keep in mind that once you delete the uploaded file from the Forms database, it wouldn't be available for viewing from the Forms instance history. 

In the current version of Forms, this is not technically supported. The methods described on Answers to delete the instance or to clear out the file uploads should still work.

https://answers.laserfiche.com/questions/115899/Forms-and-Files-uploaded--when-and-how-they-can-be-removed-

https://answers.laserfiche.com/questions/130478/Clear--Reset-a-file-upload-field#130836

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View 5 previous replies
replied on September 6, 2018

Will you be able to do it based on a Forms Process level?

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replied on September 6, 2018

For instance data (or entire instance history), you can set the retention length at the global level, or override the global setting at the process level. This would allow you to remove instance data from 1 process after 3 years, but remove the entire instance history of another process after 5 years. 

For file upload fields, you will be able to set it at the global level and/or override at the field level. This would allow you to remove all files uploaded to the Forms database after 1 year, but remove files from a specific file upload field after 1 day (because you might store it directly to the repository and don't need it in Forms). 

For file uploads, we won't support setting that at the process level, just globally and per upload field. 

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replied on September 6, 2018

Last question, will this include deleting drafts?

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replied on September 6, 2018

This feature won't include drafts, only completed instances

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replied on September 6, 2018

Thank you for the reply Jared. The 10.4 release is scheduled for the end of the year, correct?

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replied on May 7, 2020

@████████- I'm looking at the file upload field in version 10.4.1.164 and I'm not seeing any override for file retention.  Was this not added?  I'm really wanting to use this for a process we're developing. 

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replied on May 7, 2020

It's located at the variable level, so open up a form within the process you wish to override, go to the variables tab in the form designer, and click the gear next to the file upload field. You can override the global default there. 

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replied on May 7, 2020

I didn't look there - Thanks

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