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In the early stages of a project you might create practice user accounts, have real users submit practice data, or use practice applications.
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- test users in report filters
- old/fake practice data in exports
- old applications showing up as options in dropdownsfilters
There are several tools that can help with clearing out data:
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The easiest way to remove lots of data is to use the Manage Forms feature, which allows you to archive lots of forms at one time. This is available to projects with a Pro or higher software plan or higher. You can use it to archive all of your project's data.
You can also use the Manage Forms tool to locate a specific subset of users and archive their form submissions.
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To remove specific data, you can locate individual forms using the Submit History report and archive them as described on Archive Forms. This is available to all users; however it may be difficult to use with a large volume of forms.
Deleting Users
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Note that deleting a user permanently deletes all data associated with that user and cannot be undone. |
Data from deleted users is not available in any exports or reports. If you created test users and want to delete them and all data they ever submitted, this may be the easiest approach.
If you delete a user, please note the following behavior:
- Forms: All forms that were submitted by that user are marked as deleted. If there are cases that are not deleted that reference a deleted form, there will be problems in that case's Case Detail view on HQ. You will still see a reference to deleted forms in the Case History, but you will not be able to view them.
- Cases: All cases that are assigned to that user are marked as deleted. If that case was modified by forms that are not deleted, you will not be able to click through to the Case from the "Case Changes" tab. Note that cases will still appear in the Message Log when deleting users, but now with a numerical username.
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| Goal | Approach 1 (warnings) | Approach 2 (warnings) |
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| Get rid of cases | Archive all of the forms that created the cases (other form data associated with the cases will still be accessible) | Reassign the cases to another a different user and then delete that user (it is not possible to reassign submitted forms) |
| Get rid of forms | Archive the forms (forms will still show up in Saved Daily Exports) | Delete the user that submitted the form (you cannot undo this action; all data submitted by the user will be permanently deleted) |
| Get rid of users | Delete the users (you cannot undo this action; all data submitted by the user will be permanently deleted) | Deactivate the users (this is useful if you want to temporarily hide them from worker monitoring reports, but will not hide any data associated with the users) |
Other Suggestions and Notes
If you just want to make sure that your users' case lists are clear you can Reassign Cases. However, forms are always associated with the user that submitted them, so if you reassign a case from User 1 to User 2 and then delete User 2, the case will no longer show up in any case list, but the forms will still show up when you search from User 1's submit history.
- It is not possible to directly delete a form.