Forms - Data Maintenance - Does it really work?

replied on September 9, 2024 • Show version history

What do you see when you open those instances?

I believe the "instance data" setting only deletes the underlying data like submitted form field values, not the overall history of the instance.

The "statistics" option is the option that removes the entire instance as if it never existed.

Data Maintenance Policies | Laserfiche Forms

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replied on September 9, 2024

I can see the variable values, the history, the submitted form images. I really can see everything that it says should be removed.

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replied on September 9, 2024 • Show version history

Have you checked the business process options? Unless it has been blocked by admin settings, it is possible to override the global data maintenance policies.

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replied on September 10, 2024

No override configured.

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replied on September 10, 2024

Furthermore, it only lets select up to 100 to be deleted manually. So there is really no way to keep a Forms database from growing to an infinite size over time.

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replied on September 10, 2024 • Show version history

Sounds like you may need to contact support; the data maintenance definitely works on our system. When is it scheduled to run on yours?

The following is what it looks like when just instance data has been deleted; the rows are grayed out and non-clickable.

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replied on September 10, 2024

Do you see any errors in the Forms logs? I'm wondering if it is running into some kind of an issue. I also don't know if it would log anything, but worth checking.

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replied on September 10, 2024

If I'm reading your screenshot right, it works as designed. You are removing the instance data, but not the instance statistics. So the record of the instance running and its start and end time are still kept.

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replied on September 10, 2024

@████████ I believe he is still seeing all the variable data and such that is meant to be removed by the instance data maintenance.

I enabled the maintenance on a BP in our test environment, and afterward the "expired" instances were grayed out and non-clickable.

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replied on September 12, 2024 • Show version history

The scheduled time to start cleanup is 8pm. At this exact time in the forms event viewer logs we see a consistent message from then onwards:

Message: Entity Framework returned the following error when trying to communicate with SQL Server: The underlying provider failed on Open.. [LFF18-EntityFrameworkInaccessible]

Message: A connection was successfully established with the server, but then an error occurred during the pre-login handshake. (provider: TCP Provider, error: 0 - The specified network name is no longer available.)

So the server is SQL serve is online at this time but unable to "handshake". I updated the schedule to run from 6am - 8am while IT researches why no handshakes can happen after 8pm.

Today their forms system just went down because the SQL server was refusing to handshake from 9am - 11am so I have no idea what their DBA's are doing on the backend in this environment.

The data maintenance page still looks clean with no errors displayed there, everything is in the event log.

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replied on September 13, 2024 • Show version history

Now it is giving this error and still not removing old instances

Caught exception: Laserfiche.Forms.CommonUtils.Exceptions.LFFormsException
Message: Entity Framework returned the following error when trying to communicate with SQL Server: Maximum number of retries (5) exceeded while executing database operations with 'SqlAzureRetryExecutionStrategy'. See inner exception for the most recent failure.. [LFF18-EntityFrameworkInaccessible]

I don't have any problem deleting instances from the Monitor page, it takes about 5 seconds per 100 rows, there are about 20,000 rows to be deleted.

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Forms - Data Maintenance - Does it really work?

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