How to Delete Form Submissions Automatically

Jotform’s Auto-Delete Submissions feature automatically removes form submissions after a set period, helping you manage how long your data is stored. It offers the same functionality as the Auto-Delete Submissions app, now available directly in your Jotform account with an updated interface and additional options. 

Setting Up Auto-Delete Submissions for Individual Forms

You can set up Auto-Delete Submission for individual forms in a few simple steps. Here’s what to do:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings.

2. Then, scroll down to the Auto Delete Submissions section, and toggle it on.

3. Now, in the Auto-Delete Submissions window that opens, under the Deletion Period, click on the Downward Arrow icon and select how long you want to keep your submissions before they’re automatically deleted.

4. Then, click on Next at the bottom of the window.

5. Now, click on Yes, Update, and you’re all set.

Setting Up Default Auto-Delete Submissions for All Your Forms

You can set up the Auto-Delete Submissions feature in the Data section of your Account Settings, allowing you to set a default Auto-Delete period for form submissions across all your existing forms at once. This setting will also apply to any forms you create in the future. Here’s how to do it:

1. On the top-right side of your Workspace page, click on your Avatar/Profile Image icon.
2. Then, in the Dropdown menu that opens, click on Settings to open your Account Settings page in a new browser tab.

3. Now, in the menu on the left, click on the Data tab to open your Data Settings page.

4. Then, toggle on the Auto Delete Submissions.

5. Now, in the Auto-Delete Submissions window that opens, under the Deletion Period, click on the Downward Arrow icon and select how long you want to keep your submissions before they’re automatically deleted.

6. Then, click on Next at the bottom of the window.

7. Now, click on Yes, Apply & Trash, and you’re done.

Other Auto-Delete Submissions Configuration Settings

To turn on the Auto-Delete submissions feature for your forms, you’ll need to set a few options. This includes choosing the deletion period for new submissions, deciding what to do with existing submissions, and whether to apply the same settings to all forms or keep custom ones for each. Be sure to review these settings so they match your data management needs and work well with your current processes.

Forms Connected to an Approval Flow

You’ll see a prompt in the Auto-Delete Submissions window when you enable the feature, letting you know it might affect your form’s approval flow. Click on Got It! in the bottom-right corner to continue, or click on Cancel in the bottom-left corner to exit the setup.

Forms with Custom Auto-Delete Submission Periods

When you enable the default auto-delete setting for all forms in your Account’s Data Settings, you’ll be asked how to handle forms that already have custom Auto-Delete Submission periods.

Clicking on No, Keep will leave the custom Auto-Delete Submission periods you’ve already set for individual forms as they are. The default deletion period will only apply to your other forms and any new ones you create after you save and update your Account Settings.

Clicking on Yes, Change All will apply the default Auto-Delete Submission period to all your existing forms—even those with custom settings—as well as any new forms you create.

Forms with Existing Submissions

After you select an Auto-Delete period in the Auto-Delete Submissions window, if any of your forms have submissions older than that period, the next screen will ask you what to do with them.

Clicking on No, Keep will leave your form’s existing submissions as they are. Only new submissions that go past the set Auto-Delete period will be automatically deleted after you click on Yes, Update on the next screen.

Clicking on Yes, Delete will move your old submissions (received before enabling auto-delete) to Trashed entries for 30 days after you click Yes, Update on the next screen. After that, they’ll be permanently deleted.

Disabling the Auto-Delete Submissions feature

After setting up an Auto-Delete period for an individual form in Form Builder’s Settings or all your forms in your Account’s Data Settings, the Enable button next to the Auto-Delete Submissions setting changes to Disable. This allows you to turn off the feature for your forms.

Introduction to Form Building

General Form Settings

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