I need to archive some forms -- and have it them not appear in form exports!

Hi all –

A user submitted a number of forms that they should not have submitted.

I have been planning to use the “archive forms” feature to effectively
delete these forms.

But I was just reading the documentation about “archive forms” …
https://confluence.dimagi.com/display/commcarepublic/Archive+Forms

And the page has this text: “Archiving a form will remove the data
collected in the erroneous form from your case data and reports. * The
archived forms will still be displayed in saved exports, but not other
exports*.”

This worries me a lot – I’m not quite sure what ‘saved exports’ means. we
get our most important data exports from the regular "EXPORT FORMS"
feature. And of course the exports that I do were indeed “saved” in that
they were defined and saved and I run them regularly. If I find out that
the forms that I am about to archive will still appear in those normal
forms exports, then I have a real problem… those are bad data and we’ll
need to get them out of those reports because we run analysis on those
reports.

–> Can you tell me if the forms that I archive will nicely disappear from
my regular “export forms” exports?

–> If they won’t, what can I do? We depend on those exports to be
accurate and report from…

Thanks!
Eric

Hi Eric,

Very sorry that this page is not clearer. Allow me to clarify:

Archiving a form will remove the data that had been collected and reverse
any changes made to the case through that form. Changes will be reflected
immediately in form data, case data, reports, and exports. For Daily Saved
Exports, the changes will be reflected only after the report regenerates,
within 24 hours or upon a manual update.

So, in the text you quoted, we were referring to Daily Saved Exports, which
is a specific type of export. For all other exports that you have saved so
that you can easily run them: once you archive a form, the form will be
removed immediately from these exports and any changes that the form made
to the case will be reversed.

I hope this is helpful! Let us know if we can clarify this any further.

My best,
Alexandra

··· On Tue, Apr 26, 2016 at 10:17 AM, Eric Stephan wrote:

Hi all –

A user submitted a number of forms that they should not have submitted.

I have been planning to use the “archive forms” feature to effectively
delete these forms.

But I was just reading the documentation about “archive forms” …
https://confluence.dimagi.com/display/commcarepublic/Archive+Forms

And the page has this text: “Archiving a form will remove the data
collected in the erroneous form from your case data and reports. * The
archived forms will still be displayed in saved exports, but not other
exports*.”

This worries me a lot – I’m not quite sure what ‘saved exports’ means. we
get our most important data exports from the regular "EXPORT FORMS"
feature. And of course the exports that I do were indeed “saved” in that
they were defined and saved and I run them regularly. If I find out that
the forms that I am about to archive will still appear in those normal
forms exports, then I have a real problem… those are bad data and we’ll
need to get them out of those reports because we run analysis on those
reports.

–> Can you tell me if the forms that I archive will nicely disappear from
my regular “export forms” exports?

–> If they won’t, what can I do? We depend on those exports to be
accurate and report from…

Thanks!
Eric


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Hi Eric,

Just a quick point of clarification on this.

  • Daily Saved Exports will include archived forms.

  • Other exports (exports that has been saved and are available in your
    list to export/download, but are not designated as Daily Saved
    Exports) will
    not
    include archived forms. That is, any form you archive will be
    removed from these exports.

We’ve updated our documentation, which we hope makes this distinction
clearer.

Thanks for the question, and let us know if you have others.

My best,
Alexandra

··· On Tue, Apr 26, 2016 at 10:33 AM, Alexandra Morgan-Kisarale < akisarale@dimagi.com> wrote:

Hi Eric,

Very sorry that this page is not clearer. Allow me to clarify:

Archiving a form will remove the data that had been collected and reverse
any changes made to the case through that form. Changes will be reflected
immediately in form data, case data, reports, and exports. For Daily Saved
Exports, the changes will be reflected only after the report regenerates,
within 24 hours or upon a manual update.

So, in the text you quoted, we were referring to Daily Saved Exports,
which is a specific type of export. For all other exports that you have
saved so that you can easily run them: once you archive a form, the form
will be removed immediately from these exports and any changes that the
form made to the case will be reversed.

I hope this is helpful! Let us know if we can clarify this any further.

My best,
Alexandra

On Tue, Apr 26, 2016 at 10:17 AM, Eric Stephan estephan500@gmail.com wrote:

Hi all –

A user submitted a number of forms that they should not have submitted.

I have been planning to use the “archive forms” feature to effectively
delete these forms.

But I was just reading the documentation about “archive forms” …
https://confluence.dimagi.com/display/commcarepublic/Archive+Forms

And the page has this text: “Archiving a form will remove the data
collected in the erroneous form from your case data and reports. * The
archived forms will still be displayed in saved exports, but not other
exports*.”

This worries me a lot – I’m not quite sure what ‘saved exports’ means.
we get our most important data exports from the regular "EXPORT FORMS"
feature. And of course the exports that I do were indeed “saved” in that
they were defined and saved and I run them regularly. If I find out that
the forms that I am about to archive will still appear in those normal
forms exports, then I have a real problem… those are bad data and we’ll
need to get them out of those reports because we run analysis on those
reports.

–> Can you tell me if the forms that I archive will nicely disappear
from my regular “export forms” exports?

–> If they won’t, what can I do? We depend on those exports to be
accurate and report from…

Thanks!
Eric


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To unsubscribe from this group and stop receiving emails from it, send an
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Great – thanks for the clear answer!

Your explanation was backed up by what I saw when I did the exports.

Appreciate it much –

Eric

Like I said, you answered my question just fine. But I was curious about
your clarification that you made above…

If I ever do a “daily saved export” in my project… and I “archive” 10
forms from my data… are you saying that even 2 weeks later, my “daily
saved export” will still be displaying those forms that I archived? In
your first email you mentioned that the daily saved report would correct
itself the next time it regenerates (the next day or if manually done.)

Just wanting to ask that clarification – Thanks!

–Eric

Hey Eric,

As of now archived forms will always show in “daily saved exports”. We
are looking into whether it makes sense to change that behavior but have no
concrete timeline or plan to do so.

Cory

··· On Wed, Apr 27, 2016 at 5:51 AM, Eric Stephan wrote:

Like I said, you answered my question just fine. But I was curious about
your clarification that you made above…

If I ever do a “daily saved export” in my project… and I “archive” 10
forms from my data… are you saying that even 2 weeks later, my “daily
saved export” will still be displaying those forms that I archived? In
your first email you mentioned that the daily saved report would correct
itself the next time it regenerates (the next day or if manually done.)

Just wanting to ask that clarification – Thanks!

–Eric


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"commcare-users" group.
To unsubscribe from this group and stop receiving emails from it, send an
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