Jotform Tables: Tracking Deleted Entries

We use a submission form to upload data into a table - designated user then downloads the submissions data into excel spreadsheet for upload into our stand alone inventory system. This is working well for us.

Except recently my user is telling me that entries are being deleted from the table and sent to trash without their knowledge. Is there anywhere on the backend that who deleted the entry is recorded? How is it possible for entries to go trash without specifically selecting the items and deleting them - they are saying random entries are going directly to trash from the submission form - bypassing the table and landing in the trash instead. This sounds unlikely but I need some way to prove otherwise.

I don't have examples of the suspect deleted entries actually sitting in the trash to share as the error was discovered and the entries were restored to table. I do have the submission IDs if that is helpful?

6226458234536552914

6226459554531396091

6226416266213295154

What should I do to document this issue - can you tell what happened if I leave the entries in the trash the next time this error occurs?

Thanks

June

Hi June,

Thanks for reaching out to Jotform Support. We currently don't have an internal log that tracks who deleted submissions. However, entries should only be moved to the trash if a user with access to the table manually deletes them.

If you want to prevent accidental deletions, consider adjusting the share settings of your Jotform Tables to limit who can delete entries.

Let us know if there’s anything else we can do for you.

There is only 2 users who can access the table - myself and one other user that does the downloads that is having the disappearing entries problem. She is experienced and has been doing this function since the beginning. There are no other reports of this problem?

June

Hi June,

There are no known reports with the same issue. As what my colleague Kyle mentioned, submission entries won't be transferred to Trash if it's not deleted manually, unless the Auto-Delete Submissions feature is enabled on the form in question. You can see the details when are the submission entries are put onto trash on the History logs, you can also check to see if there's any other suspicious log ins on your account. Let me show you how:

1. In My Workspace page, click on the Avatar/Profile Picture on the right top side of the page.

2. Click on Settings on the sub window.

3. Go to History Tab on the left side panel.

4. Then click on the All Actions dropdown and select Submissions and then set it to Submission Deletions.

Then you should be able to see the information of the deleted submissions that goes to trash like the screenshot below:

Now here's how to check for the log in logs on the account:

1. In History page, click on the All Actions dropdown and select Logins.

And you should be able to see the IP addresses that was used to log in to the account and can rule out if there's any unusual log in log.

Give it a try and let us know if you have any other questions.