How do I see what the retention of Submission data / Uploads is set to in the Cloud Version of Forms
In On-Prem, this is under your Name, Administration, Data Maintenance
Hi Chad,
We're looking into supporting data retention for Cloud Forms. If you could provide some detailed use cases, that'd be very helpful.
Hi Francis
Forms keeps a copy of every submission and attachment, so retention is needed since storage is not infinite.
Right now on-prem allows for a global retention of form data and attachments independently.
However most companies have different retention for different documents required by law and this applies to web forms as well (since they are just another form of a document).
It would be nice to have an option to pick retention plans per process. IE: 7 years, 5 years, 1 year etc.
Have you considered saving form submissions to Laserfiche and applying retention there?
Yes but I don't think there is an option to remove the data from Forms on archive. Right now it would just duplicate the data.
Right. I'm just saying that we're unlikely to offer retention periods that long for process instance data.
Oh you mean my 7 year, 5 year examples. Sure it makes sense that you could use the repository as a way to save longer term data and Forms for shorter term business processes. This is how it is done with on-prem.
The problem is that everyone who already purchased Cloud was told that Forms will keep all data forever. Technically it is impossible to keep things forever so I think that will be a problem in the long run.
Customers have to make a decision with each process how long they want to keep the data, but right now they don't have a limitation, so there is less reason for setting up a duplicate repository archive.
Hi Guys,
We've also come across this with a few clients now. At the very basic level the requirement is just to have some way of removing instance history automatically after a set period of time.
The most recent requirement we've had is from a customer who use a Business Process (form) which collects data from clients and writes these to lookup tables and saves documents into the repository. Their requirement is that all data relating to the submission should be removed from Laserfiche 6 months after the business process instance completes.
Currently, we can use records management policies on documents in the repository, and use workflows to remove lines from lookup tables based on a "completion date" column - but there is no way to automatically remove the data from the Business Process Instance History.
In our case, the client would just like the system to remove data for any instances completed over 6 months ago.
If you'd like any more information on this specific use case please let me know, we'd be happy to share it with you :)
Kind regards,
Dan