Auto Delete Submissions will allow you to set a date period for saved submissions to be removed from the application after a specified number of days, so you can keep up to date easily with your set data retention policies.
Note: This feature is only available to customers on a Formstack for Healthcare plan (current or legacy) or have the Enhanced Data Security Add-on.
How to Enable
Users can turn this setting on or off in their Admin Panel. If a user has access to the feature, but an Admin does not want users to set this, the user can turn this feature off. Organization Admins have access to turn the feature on or off in the Admin Panel > Security Settings.
After the feature is turned on, you'll see a toggle to “Set default auto-delete”. The user can choose a default value for all the forms on their account or set them individually on the form settings. This will set a number of days for the application to delete all submissions on forms that are over that many days old.
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This means we will remove those submissions every day if they are the “x” amount of days old
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This is a soft delete, the submissions can still be retrieved for 7 days and then are hard deleted.
Note: The default value has two options:
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If the user doesn’t check the box, the default value is added to all forms on their account (except for those with custom settings).
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If the user checks the box, the default is added to all forms on their account (and new forms).
How to Enable Auto-Delete on an individual form
After you've enabled the Auto-Delete setting on the admin panel, you'll be able to set the auto-delete setting on an individual form level. under Settings - Security, the feature will show on an on-form level but default to off.
Any user that has access to edit a Form can make changes to this Security setting.
If a user clicks Override, they can choose to either toggle the Auto Delete on or off for that form specific or set a new deletion date.
Frequently Asked Questions
Can I choose a different period of time for deletion?
The user can only choose a period of days, not any value less than a day.
What if a user wants to turn Auto Delete Submissions off for a group of forms? Not all but not one at a time?
Currently, the user can either add to all forms when adding or choose one at a time. They cannot add a group at a time. If a customer asks about this, please let Product know!