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Form archiving allows you to move completed forms from the All forms list to an Archive folder in the forms list. Form archiving settings
  • Enabled: allows you to enable or disable the form archiving feature.
  • Archive forms: only completed forms are archived. The first drop-down sets whether the number of days counts from when the form was
    • created
    • last modified: for most forms, this is the date the form was completed. If a form is edited after it is completed, the count starts again from that edit.
  • The second section allows you to enter the number of days after a form was created or modified before it is archived (e.g. only archive completed forms that were created more than 90 days ago).
  • Archive folder location: Once the first form has been archived, this hyperlink will then open the archive folder. The archive folder is also visible in the All Items view of the forms list. Filtered views can hide it: see Manage views with archived forms.
  • Delete instead of archiving: you can choose to delete the forms instead of archiving them if you do not need to retain them. Deleted forms are moved to the SharePoint site recycle bin, so they can be restored from there until the recycle bin is emptied.

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Archiving to a list

Previous versions of FlowForma used an option of “archive to a list” which created a SharePoint List, and replicated forms into this list. It has since been replaced with Archiving to a folder, as it is a more reliable method than the copy and delete process adopted when archiving to a list. If you were/are using the archiving to a list option, it will remain available to you however it is recommended to switch to archiving to a folder.
Archiving already enabled to a listIf you have already enabled archiving to a list, you can enable archiving to a folder.Switching to a folder is permanent. Once you save the folder option, the Archive to option is no longer shown, so you cannot switch back to archiving to a list.This will however mean that you will have
  1. forms that have already been archived in the original list.
  2. forms now archived in a folder.
Therefore in two different locations, to find an archived form you would have to search in two different locations. We are currently seeking a solution for this.
Archiving and reportingIn FlowForma reporting when you create a reporting connection you can choose to include or exclude archived forms. If you choose to include archived forms, forms archived to a folder or a list will be included.
Archiving and FlowForma Collaborate (CWM) reports / queuesAny form that has been archived to a folder or a list will not appear in any queues or reports set up in FlowForma Collaborate (CWM) feature.