Workflows: Archive Submission

This page covers the Archive Submission workflow. This can be used to remove and archive submissions in Clappia apps based on certain filters. Archiving submissions is for temporary removal of submissions under the Submissions tab which can be retrieved up till a certain amount of time, following which they will be permanently deleted. To know more on how archived submissions work, click here.
For help related to how to add workflows to your app, click here.

Use Cases

• When an activity occurs in one Clappia App, archive submissions from multiple other apps automatically
• Automatically archive old submissions from Clappia Apps after X number of days

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Configuring the workflow

After you have added the Archive Submission workflow node to the app, you will be able to configure it. If the right panel which shows the details of the step is not shown you should click on the newly added node to proceed.

The right panel is used to configure the workflow. The details for each field is as shown below.

Step Name

This is the name of the step. The name set here would be what would appear on the workflow graph on the left. This field is required and you cannot keep a blank name.

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Select App

This shows the list of apps for which the workflow can be configured. If you don't have access to any other apps in the workplace, it would show an error. Select any app from the list to proceed.

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Once you select the app, you get additional options to configure.

Filters

Filters are used to map which submission in the target app needs to be archived. To add a filter click on the 'Add Filter' option in the right panel.

‍You can add multiple filters to the workflow. Each filter would consist of 2 fields. The first one is to select the field in the target app. The second field is a formula field to provide the value to be filtered.

‍Execute with System Workflow

Enable this option if a submission is being initiated within the app through the workflow of another app, and the Archive Submission workflow still needs to be activated as a result of this action.

Allow Multiple Archive

Enabling this option will archive all the submissions matching the filter criteria, up to a maximum of 100 submissions

Parent Step

Parent step refers to the function which is just above the WhatsApp node. Here, it is the Start function.‍

Enable this Step

This step is enabled by default. Disable this step for the node and the whole workflow below the node to stop from executing.