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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 delete all records in an app using the Archive Submission workflow node?
You can archive multiple submissions by setting filters in the Archive Submissions workflow node and enabling Allow multiple archive. Archived submissions are automatically deleted after 6 months. If you want to archive all records at once, go to the Submissions tab and use the Archive All option. To permanently delete, filter for archived submissions and delete them one by one.
Can multiple submissions be deleted at once?
You can archive multiple submissions at once, either by ticking the checkboxes beside each submission and using the archive button, or by using the Archive Submissions workflow node with filters (and the Allow multiple archive option).
However, permanent bulk deletion of archived submissions is not supported currently. To permanently delete archived entries you’ll need to open each archived submission and delete it one at a time from the Submissions tab. If you have too many to delete manually, you can raise a support request and the team can help.
Can I bulk delete archived submissions?
You can bulk archive submissions using the Archive Submissions workflow node by applying filters on fields. However, permanent bulk deletion is not supported. To delete archived submissions permanently, go to the Submissions tab, filter for archived ones, and delete them individually. If there are too many to delete manually, you can raise a support request with Clappia.
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