Scheduled clean-up

Sliick Forms deletes nothing on its own. Without a schedule, three things only ever grow:

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

The package ships one Flow action for each, in the Sliick Forms category of Flow Builder. Set them up once, on every org. Each action checks that the user running it can edit Form Definitions, starts one background job, and returns straight away. The job writes a Form Log record saying what it removed.

Set up the schedules

Build three flows, one per action. Each scheduled flow can run only one clean-up action.

1. Check who the schedules run as. In Setup, open Process Automation Settings and look at Default Workflow User. Schedule-triggered flows run as this user. Make sure they hold the Sliick Forms Admin permission set. If that user cannot edit forms, nothing is removed and the Form Log says why.
2. Create a schedule-triggered flow. Setup, Flows, New Flow, Schedule-Triggered Flow. Set Frequency to Daily and a start time at a quiet hour, read 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, and leave Look Back (Days) and Report Only blank.
4. Optional: after the action, add a Decision on its Success output and email yourself when it is false, quoting Error Message.
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 nightly upload clean-up only looks at files uploaded between 10 and 40 days ago. To clear uploads left over from before you scheduled it, create one more schedule-triggered flow with Frequency set to Once, a start time a few minutes ahead, and the uploads action with Look Back (Days) set to 3650.

Pick a start time well away from the nightly uploads flow. Two upload clean-ups running at once can reach the same file, and the second then logs a failed delete for a file the first already removed. If its 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 resumes where it stopped.

See what a run would remove first

Set Report Only to {!$GlobalConstant.True} on a separate Once flow. Its Form Log records say what would go, 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, and are not referred to 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 not included.

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

Check that it ran

Each run leaves a Form Log entry saying how many records it looked at, removed, and could not remove, with the first problem if there was one. An entry marked Failed means something did not happen, and it says what. An entry from a report-only run says what would have been removed and removes nothing.

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