Archive Form and Data

When I archive data from a form, can I use the same form with new information? or do I need to create a new form each time?

We do retreats several times a year. I only want the data for the next event to appear.

Will the workflows still work?

Hi HNEC,

Thank you for reaching out to Jotform Support. Yes, you can definitely reuse a Jotform after archiving its data. Archiving essentially moves submissions to a separate area, allowing you to use the form to collect new data. The archived data remains accessible for viewing and reporting, while the form itself is ready for new submissions. 

On the other hand, workflows will not continue to function when you archive a form in Jotform. Archiving a form essentially disables it, preventing new submissions and making it unavailable to users. While you can still access and edit the archived form and its submissions, the workflow logic associated with it is no longer active. 

Keep us updated and let us know if you need help.

Let me see if I understand. It will be better to create multiple forms with a workflow and create a clone. Then after the event archive the first form. The clone with the workflow will then be able to work like the first one did. Is that correct?

Second Question:

During this first time I created emails and conditional formatting without using the workflow. When I go to create a workflow now, I cannot access the emails created on the system/emails. Can I use them as is, or will I need to recreate in the workflow.

Hi HNEC,.

Yes, if you will be using the same form then you can clone it. If you will be using a workflow you will need to recreate the emails and conditions in the workflow builder since the workflow builder also has the email and conditional elements.

Can you archive certain portions of the file by filtering the data you want to archieve? I have about ten submissions for a future event that registered early. Can I keep them, or do I need to manually reenter? Is there an easy way to cut and paste these submissions?

Hi HNEC,

If you are going to use the same form to retain the Workflow, you can archive specific Submissions on your form Tables. Let me show you how:

1. On your Form Builder, go to Tables.
2. On your Tables, tick on the boxes of the Submissions that you wanted to archive.
3. Click on the 3 dots on the upper-right and select Archive Entries.

We also have a guide on How to Archive Submission Entries in Jotform Tables that you can check out.

Give it a try and let us know there’s anything else we can help you with.