Deleting the Form Submissions Automatically

The Auto-Delete Submissions feature delivers the same functionality as the Auto-Delete Submissions app all conveniently available within your account along with a few added enhancements designed to improve your experience and maximize your usage. You can navigate the enhanced interface to streamline task management and optimize workflow. The added features are designed to meet your specific needs, boosting efficiency and productivity, and improving how you maintain the submission data collected from your forms.

Setting Up Auto-Delete Submissions for Individual Forms

With just a few clicks, you can set an automatic deletion period for your form’s new submissions:

1. In Form Builder, click on the Settings tab.
2. Then, click on Show More Options in Form Settings.

3. Scroll down to Auto-Delete Submissions setting and click on the Enable button.

4. In the Auto-Delete Submissions modal, select a time frame from the Deletion Period dropdown menu.

5. Then, click on Next.

6. In the next screen, click on Yes, Update to save and update your form settings.

Setting Up Default Auto-Delete Submissions for All Forms

You can set up the auto-delete submissions feature in the Data section of your Account Settings, allowing you to set a default automatic deletion period for form submissions across all your existing forms at once. This setting will also apply to any forms you create in the future.

1. On your My Forms page, click on your Avatar/Profile Picture.
2. Click on Settings to open the Account Settings on another tab.

3. Go to the Data tab.
4. Then, click on the Set Deletion Period button.

5. In the Auto-Delete Submissions modal, select a time frame from the Deletion Period dropdown menu.

6. After that, click on Next.

7. In the next screen, click on Yes, Update to save and update your account settings.

Other Auto-Delete Submissions Configuration Settings

To activate the auto-delete submissions feature for your forms, you must configure additional settings to ensure it works as intended. This includes specifying the automatic deletion period for new submissions, deciding how to handle existing submissions, and determining whether to apply default settings across all forms or maintain custom configurations for individual forms. Review and adjust these settings to align with your data management needs and ensure smooth integration with your current processes.

Forms connected to an approval flow

You’ll see a prompt in the Auto-Delete Submissions modal as soon as you enable the feature, indicating that it may prevent the approval flow for your form from working properly. Click Got it! at the bottom to continue or Cancel to exit the setup.

Forms with custom automatic deletion periods

When enabling a default auto-delete submissions for all your forms in your Account Data Settings, you will be asked what to do with forms that already have custom automatic deletion periods for their submissions.

Clicking on the No, Keep button will leave the custom automatic deletion periods you’ve already set up on your individual forms unchanged and only apply the default automatic deletion period to your other and future forms after you save and update your account settings.

However, clicking on the Yes, Change All button will apply the default automatic deletion period to all your existing forms, including those with custom automatic deletion periods, as well as future forms.

Forms with existing submissions

After selecting a deletion period in the Auto-Delete Submissions modal, if your forms have submissions received past that period, you will be asked what to do with them in the next screen.

Clicking on the No, Keep button will leave your form’s existing submissions as they are, which means only new submissions received past the set deletion period will be deleted automatically after you click on Yes, Update in the next screen.

On the other hand, clicking on the Yes, Delete button allows you to store old submissions you’ve received before enabling the auto-delete submissions feature in the Trashed entries for 30 days after you click on Yes, Update in the next screen. It will then be permanently deleted.

Disabling Auto-Delete Submissions

After setting up an automatic deletion period for an individual form in Form Builder Settings or all your forms in Account Data Settings, the Enable button next to the Auto-Delete Submissions setting changes to Disable, allowing you to turn off the feature for your forms.