Archiving and Deleting Submissions

Chris Quiroz -

After your cycle has finished, you may wish to archive or delete your submissions within the site so that your applicants can start fresh with a brand new application. This article will walk through how to archive and delete your submissions, as well as the difference between the two processes.

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Archiving vs. Deleting

There are a few differences between archiving and deleting submissions in the site. With both processes, submissions will remain searchable and viewable as an administrator in the system. The main difference is for organization purposes. In most cases:

  • Deleted submissions: references incomplete submissions or test submissions. Applicant's have created the submission but have left it half complete and did not submit it.
  • Archived submissions: references complete submissions. These submissions have completed the application stage and moved through the workflow to various stages. 

The next difference is the accessibility of the data to administrators:

  • Deleted submissions: you can enter the submissions, however you will not be able to view any of the data submitted to the tasks. You will still be able to pull this information into reports however.
  • Archived submissions: you can enter the submissions, and click to view the submitted material. You will also be able to pull this information into reports. 

Lastly, is the ability to Re-Use data. In Configure your site > General Settings > Applications, you can enable Data Re-Use. This is applicable for Archived Submissions only. It gives applicants the choice when creating a new submission to either create a blank submission or pull their responses from the archived submissions into the new submission and make any necessary changes. 

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How to Archive Submissions

To archive an application:

  1. Go to Manage your Site
  2. Under Submission, click the applicant group you want to archive submissions from.
  3. On the Manage Applicants page, select the submissionss you want to archive.
  4. At the top list of options, select the Actions Dropdown.
  5. Click Archive Selected Submissions.

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How to Archive Submissions (Awards)

If your site utilizes our awards feature the process for Archiving Submissions may vary slightly. 

To archive an application. 

  1. Click Manage your site from the left navigation.
  2. Click the Award Applicants to access a list of all of your submissions in the site.
  3. On the Manage Applicants page, select the submissions you want to archive.
  4. At the top list of options, select the Gear icon.
  5. Click Archive Selected Submissions.

You can also do this within the submission list of a specific award, in order to do this. 

  1. Click Manage your site from the left navigation.
  2. Go to Manage Awards (NOTE: This terminology may vary depending on how you have labeled awards within your site.)
  3. Depending on if you want to view Submitted or Not Submitted submissions, click on the Hyperlinked number underneath either column: Submissions (Submitted) or Submissions (Not Submitted)
  4. Select the submissions you want to archive.
  5. At the top list of options, select the Gear icon.
  6. Click Archive Selected Submissions.

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How to Delete Submissions

To delete an application:

  1. Go to Manage your Site
  2. Under Submission, click the applicant group you want to delete submissions from.
  3. On the Manage Applicants page, select the submissions you want to delete.
  4. At the top list of options, select the Actions Dropdown.
  5. Click Delete Selected Submissions.

NOTE: Deleted Submissions will not be permanently deleted from the site. Once deleted you will still be able to reactivate the application in order to access it again in the future.

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Filtering out Archived/ Deleted Submissions

As mentioned previously, archived and deleted submissions will remain within your site and cannot be completely removed. 

However if you only wish to view Active submissions within your site you can filter these submissions out. For more information in regards to filtering you can refer to How to Filter Submissions

In regards to filtering out these submissions you can use the following filter:

Has Status of -- is exactly -- Active

If you are on an Awards site you will need to use:

Has Status of -- is not any of -- Archived, Deleted, Withdrawn

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How does editing a form affect archived submissions?

When a task or a question from a form or is deleted from your workflow, the information captured by that question or form will also be deleted from any archived submission. Please see the following documentation for more information: Edit a Live Form

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