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Archiving Submissions

Archiving app submissions, allows you to temporarily remove submissions while retaining the option to recover them later.

This guide walks you through the process of archiving, viewing, and restoring archived submissions, as well as permanently deleting them if necessary.

In your Clappia dashboard, select the app containing the submissions you wish to archive.

Click on the Submissions tab to view all submissions made to the app.

Archiving Submissions

Archiving Individual Submissions

For a single submission, click on the desired submission and a right panel will appear.

Click on the three dots at the top of the panel.

Select ‘Archive Submission’ and confirm by clicking ‘Okay’ on the pop up window.

Refresh the submissions page, to view the changes.

Archiving Submissions

Archive Multiple Submissions

Select multiple submissions by ticking the checkbox beside each submission you want to archive.

Click on the archive icon at the top of the right-hand panel.

Confirm by clicking ‘Okay’ on the pop up window.

Refresh the submissions page, to view the changes.

Archiving Submissions

By archiving submissions, they will no longer appear in your list of live app submissions.

Archiving Submissions

Viewing Archived Submissions

To view any archived submissions, you will need to filter out your submissions.

To filter submissions, click on the search bar.

Archiving Submissions

Choose the filter option ‘Archived’, select ‘Yes’, and click ‘Search’ to view only archived submissions.

Archiving Submissions
Archiving Submissions

Simultaneously, you can view both live and archived submissions by selecting ‘Yes’ & ‘No’ in the filters.

Archiving Submissions
Archiving Submissions

Restoring Archived Submissions

Use the filter to find the archived submissions as mentioned in the steps above.

Click on an archived submission and on the right panel, click on the three dots at the top. Select ‘Restore Submission’.

Confirm by clicking ‘Okay’ on the pop up window.

Refresh the submissions page, to view the changes.

Archiving Submissions

Currently, you will be able to restore only one archived submission at a time.

Permanently Deleting Submissions

From the list of archived submissions, click on the one you wish to delete permanently.

Click on the three dots at the top of the right panel and select ‘Delete Submission’. Confirm the deletion by clicking ‘Okay’ on the pop up window.

Refresh the submissions page, to view the changes.

Archiving Submissions

This action will permanently remove the submission and cannot be restored. Currently, you will be able to delete only one archived submission at a time.

Note

  1. Submissions can be archived for up to 6 months before being permanently deleted from the system.
  2. All users will be able to archive a submission unless they have been given custom permissions to the app while admins will be able to restore or permanently delete the archived submissions. Ensure users have the appropriate permissions to view, archive, or delete submissions as required.
  3. You can download all submission data, including archived submissions, by clicking the download icon at the top of the submissions page. Use filters to include or exclude archived submissions as needed.
  4. Archived submissions are not viewable in the mobile app but can be managed through the desktop version.
  5. Submissions removed from an app through the ‘Archive Submission’ Workflow node will also be archived.

Help Video

FAQs
How can I automatically archive a record when the date field in the data is greater than 90 days?

To automatically archive a record when the date field is older than 90 days, use the Archive Submission workflow node in Clappia:In the Design App tab, add a Workflow node and select Archive Submission.On the right panel, under Select App, choose the same app where you want to apply the archiving condition.In the Filters section, select the Date Field from your data.In the input box, type the formula to check if the date is greater than 90 days. For example, you can use a formula like @DateField <= TODAY() - 90 to check this condition.With this setup, any record with a date older than 90 days will automatically be archived.

To archive a record exactly 90 days after the submission date, use the Wait node in combination with the Archive Submission workflow node:

  • Go to Design App > Workflows Section.
  • Click on Start and select the Wait node.In the Wait node’s configuration panel, set the duration to 90 days from the Date Field.
  • After the Wait node, add the Archive Submission node.
  • Configure the Archive Submission node to select the same app and apply any additional filters if needed.
  • With this setup, each record will be automatically archived 90 days after its submission date.
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