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Question

Question

Can Forms uploads be sent to recycle bin?

asked on November 8, 2021

Case Scenario:  Uploaded a VOID cheque in order to sign up for regular monthly payments.  We don't want their cheque saved in our repository, but we want them to upload it so our staff can set up the banking connections.

Currently, I am having a workflow delete these uploads when they come in but I was wondering if they can be directed straight to the recycle bin from the Save to Repository activity, or can you program the activity to NOT save the uploads?  I've checked for both options but can't see that those options are available.

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Answer

SELECTED ANSWER
replied on November 8, 2021

Hi Connie,

You're currently doing what we'd recommend. The Recycle Bin is not, to my knowledge, an addressable path for saving documents, and Forms doesn't presently allow saving a form without also saving its attachments.

Cheers,
Sam

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replied on November 8, 2021

I'm actually working on another option where the last person that has a task on the form process is forced to click into a field where they "acknowledge" that they have deleted the upload.  

The form allows for the applicants to type in their banking info OR upload a blank check so the final copy of the process that saves into LF is now also hiding the table that holds the banking details and has a new field that just declare that the banking details have been removed to protect the privacy of the applicant's information.

Neither options are neat and tidy, but ... they will work.

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replied on November 8, 2021

Also, Samuel, there is a third option that I'm working on, but I'm getting confused about the best redact option.  Can you tell me which option will hide the details from all our staff except Workflow?

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replied on November 8, 2021

You would use the Protected option you have selected there. See the "Annotation Protection" section of the Apply Text Annotation documentation for descriptions of all the levels. You would also want to set the Entry Access Rights on the document to add an explicit Deny for "See through redactions" on the Everyone group.

If you really don't want anyone to see the doc, use the Delete Entry activity with the "Purge entry after deleting" option checked. This irreversibly deletes the entry so it can't even be recovered from the Recycle Bin. 

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replied on November 8, 2021 Show version history

Samuel, "see through redactions" on the Everyone Group is what I'm looking for right now.  I can access the rights for the Everyone group in Web Access and in the Admin Console, however, I'm not seeing that option there.  Where can I access it?  Or is it only accessible from the Server side?

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replied on November 8, 2021 Show version history

Ah, See Through Redactions is an Entry Access Right, which you get to through the repository client. You're looking at the Admin Console interface for Privileges and Feature Rights.

See: Types of Security and note the information in the "Location" column.

Depending on how your process is set up, you might also be interested in Workflow's Assign Rights activity.

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replied on November 10, 2021

Found it!  Thanks!

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