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Question

Feature Request: Administrative Way to Manage Drafts

asked on September 9, 2021 Show version history

This feature has been requested before, but the last request was marked as answered when the data management feature was added to Forms. The problem is that drafts were not addressed by that feature and this is still needed.

There needs to be an option for a Forms Administrator to manage saved drafts, saved either by licensed users or public.

Drafts for licensed users need to be managed because of employee turnover. When employees no longer use Forms because they have either left the company or have taken another position that does not utilize Forms, those drafts stay in the database.

Drafts for Public users need to be managed for the sake of keeping the database cleaned up. The new Forms Public Portal File Cleanup Tool allows for this, but it should really be baked into the product itself as part of the data management features instead of having to run a separate tool.

Any data that cannot be managed by a Forms Administrator is a potential security risk if there is a security breach. The organization can also be held accountable for information that is not following retention policies if discovered as well.

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Answer

SELECTED ANSWER
replied on May 23, 2022

This feature has been supported in Forms 11 Update 2(https://support.laserfiche.com/kb/1014352/list-of-changes-for-laserfiche-forms-11-update-2)

  • Process administrators can now manage drafts, allowing them to delete individual drafts, resend email notifications, view anonymous draft content in read-only, and set the server to automatically clean up abandoned drafts on a schedule.
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replied on May 24, 2022

For information on how this new feature works, see the help file here.

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Replies

replied on September 10, 2021

I agree!!! This would be a very useful feature!!!

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replied on October 25, 2021

Hi Blank,

     Forms will support manage drafts saved by public users in the coming release. The features we are currently implementing are:

1. Allow process admin to view the drafts saved by public users including viewing the content, delete the draft and resend the email notification for draft.

2. Allow system admin to configure auto clean up the public users draft in Data Maintenance module.

    We still not support manage drafts saved for licensed user for privacy concern. 

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replied on October 25, 2021

Thank you for the update. What about support for managing drafts for users that were licensed at some point, but that are no longer licensed? Would that fall under the public users drafts?

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replied on October 25, 2021

No, they will not. Only the drafts that are saved by providing email and password are treated as public user drafts.

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replied on October 26, 2021 Show version history

Can that please be addressed as well? That still poses a risk of retaining data that should be deleted from the system according to federal, state, and local retention policies.

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replied on October 26, 2021

I second that!!!

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replied on October 26, 2021

For licensed user's draft, if we only support viewing the drafts list with the information for who saved it and at what time without allow viewing the draft content(the fields values), will this be adequate?

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replied on October 26, 2021

I think the bigger concern is about being able to clear out licensed users drafts after x amount of days to keep the system clean and compliant with retention schedules.

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replied on October 26, 2021

So you don't even need to view the drafts list for licensed users but just want to be able to auto clean them up after x amount of days?

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replied on October 27, 2021

It would be nice to be able to see a list of users that have drafts hanging out there, but I think that would be less of an need than being able to clean up the data after x amount of days to stay compliant and in case there is a security breach.

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