Scheduled clean-up

Sliick Forms never deletes anything on its own. Unless you schedule a clean-up, three things keep growing:

• Abandoned uploads: files respondents uploaded but never submitted. They use up your org’s file storage.
• Expired saved answers: answers saved with “save for later” whose link has expired.
• Old log records: Form Log records older than 90 days.

Sliick Forms includes one Flow action for each, in the Sliick Forms category in Flow Builder. Set them up once on each org. Each run happens in the background and leaves a Form Log record saying what it removed.

Set up the schedules

You need three flows, one per action. A scheduled flow can run only one clean-up action.

1. Check who the flows run as. In Setup, open Process Automation Settings and look at Default Workflow User. Scheduled flows run as this user, so make sure they have the Sliick Forms Admin permission set. If they cannot edit forms, nothing is removed and the Form Log says why.
2. Create a scheduled flow. In Setup, go to Flows, click New Flow, and choose Schedule-Triggered Flow. Set Frequency to Daily and pick a quiet time of day (in your org’s default time zone). Leave the object blank.
3. Add one Action element. Under Sliick Forms, choose Clean Up Abandoned Sliick Forms Uploads. Leave Look Back (Days) and Report Only blank.
4. Optional: after the action, add a Decision on its Success output, and email yourself the Error Message when it is false.
5. Save it as “Sliick Forms clean-up: uploads” and activate it.
6. Repeat steps 2 to 5 twice, at different times, with Clean Up Expired Sliick Forms Saved Answers and Clean Up Old Sliick Forms Log Records.

Clear the backlog once

The daily upload clean-up only looks at files uploaded between 10 and 40 days ago. To clear older uploads from before you set it up, create one more scheduled flow:

• Frequency: Once, starting a few minutes from now.
• Action: the uploads action, with Look Back (Days) set to 3650.

Choose a start time well away from your daily uploads flow. If both run at once, the second one logs a failed delete for files the first already removed.

If this one-off run’s last Form Log record says it stopped with uploads left, open the flow, change the start time, click Save As New Version, and Activate it. It carries on where it stopped.

Preview what a run would remove

Make a separate Once flow and set Report Only to {!$GlobalConstant.True}. Its Form Log records list what would be removed, and nothing is touched.

What the upload clean-up removes

Only files that:

• came in through a Sliick form,
• are more than 10 days old,
• are not used by any response or saved link.

Files that did not come through a Sliick form are never touched. Uploads to a form that has never been published are left alone.

A large clean-up is done in stages. If it does not finish, it carries on at the next run. Developer Edition and trial orgs work in smaller stages, so a very large backlog takes more runs there. The Form Log record says whether a run finished.

Check that it ran

Each run leaves a Form Log record saying how many records it checked, removed, and could not remove, with the first problem if there was one. A record marked Failed says what did not happen. A report-only run says what would have been removed.

Removed files go to the Recycle Bin, so the storage is freed when the Recycle Bin empties: after 15 days, or sooner if you empty it yourself.