The form submissions archive feature lets you archive outdated or superseded form submissions instead of deleting them. Archived forms are preserved for audit and compliance purposes but hidden from day-to-day views and the mobile app, so care staff always work with the most current information.
Archiving moves submitted forms from the Active tab to the Archive tab within a case file section. Archived forms are read-only — you can view and download them, but you can't edit them. You can unarchive forms to restore them to the Active tab if needed.
⚠️ Important: Only submitted forms can be archived. Draft forms are not in scope for archiving.
Setup
Two configuration steps are required before users can archive forms. Your Tenant Administrator must complete both steps.
Mark forms as archivable
Click the three-line menu.
Click Configuration, then click Services.
Select the relevant service, then click Sections.
Select the section containing the form you want to make archivable.
Click the edit icon on the form-section association or click Associate Form to create a new one.
Select the Archivable? checkbox.
Click Save.
The Archivable? column in the Associated Forms table confirms which forms have archiving enabled.
📌 Note: Singleton forms can also be marked as archivable. When a singleton form is archived, you can still submit a new instance of that form.
Grant archive permissions in RBAC
Click the three-line menu.
Click Configuration, then click Services.
Select the relevant service, then click Roles.
Select an existing role or click Create to add a new one.
In the permissions table, locate the relevant form section.
Select the Archive and/or Unarchive checkboxes.
Click Create or Update to save the role.
Archive and Unarchive are independent permissions — you can grant one without the other. For example, a role could allow archiving forms but not unarchiving them.
⚠️ Important: Both conditions must be met for archive buttons to appear: the form must be marked as archivable in Configuration AND the user's role must have the Archive permission for that section.
Active and Archive tabs
When at least one form in a section is marked as archivable, the section displays two tabs: Active and Archive. These tabs are visible to all users with View permission for the section, regardless of whether they have Archive or Unarchive permissions. The Active tab is selected by default.
The Archive tab displays the same columns as the Active tab, based on the Display Columns configuration for that section.
Archive a form submission
Open the case file and click the relevant section.
On the Active tab, locate the form submission you want to archive.
Click the archive icon in the Action column.
Click OK in the confirmation dialog.
The form moves to the Archive tab. A green success message confirms the operation at the bottom-left of the page.
💡 Tip: For singleton forms with Show Full Form enabled, the form opens automatically in full-form view. The archive button appears at the top of the form next to the edit and export buttons, rather than in an Action column.
Bulk archive multiple forms
On the Active tab, select the checkboxes next to the form submissions you want to archive.
Click the Archive button at the top-right of the form list. The button becomes enabled once you select at least one form.
Click OK in the confirmation dialog, which shows the count of selected forms.
📌 Note: When checkboxes are selected, individual action buttons (edit, download, duplicate, delete) are temporarily disabled. They re-enable once you deselect all checkboxes.
Select All selects only the archivable forms on the current page of that form type. Bulk archive operates per form type — you can't archive forms of different types in a single operation.
For best performance, archive around 100 forms at a time. For larger selections, a progress bar displays during processing.
Archive inactive form versions
Submissions from inactive (deprecated) form versions appear in the expandable Inactive section within the Active tab. You can archive these using the same methods as active forms — individually or in bulk. When archived, they move to the Archive tab and keep their "Inactive" badge for easy identification.
View archived forms
Click the Archive tab in any section to see all archived submissions. Archived forms display an (Archived) prefix before the form title when you open them or download them as PDF. A banner at the top of the form confirms who archived it and when.
Available actions on archived forms are limited to: download, unarchive, and delete (if configured and the user has permission). Edit and duplicate are not available for archived forms.
Unarchive a form
Click the Archive tab.
Click the unarchive icon for the form you want to restore, or select checkboxes and click the Unarchive button at the top-right.
Click OK in the confirmation dialog.
The form returns to the Active tab and can be edited again.
📌 Note: Unarchiving requires the Unarchive permission for that section.
Audit trail
All archive and unarchive actions are recorded in the case History. Click History in the case menu to see Form History entries. Clicking an archive event shows the status change from Active to Archived (or Archived to Active for unarchive), including who made the change and when.
Mobile app
Archived forms are automatically excluded from mobile app sync. Care staff using the mobile app only see active, current form submissions.
Reports
By default, reports exclude archived form submissions. To include archived forms in a report (for example, for compliance or audit purposes), select the Allow data from archived forms checkbox when configuring your report in the report builder.
When archived forms are included, the report output adds a Status column showing "Active" or "Archived" for each entry, so you can easily distinguish between the two.
📌 Note: The Allow data from archived forms checkbox only appears for Form report types. It is not available for Case reports or other report types.
When printing a case file, there are two options:
Print Customer Case File prints the entire case with the latest active form submissions. Archived forms are not included.
Print Selected Forms Only opens a modal where you can choose individual forms to print. This modal includes both active and archived forms by default.
To print archived forms:
Click Print in the case menu.
Select Print Selected Forms Only.
In the Select Forms modal, use the Show archived only checkbox at the top to filter the list to archived forms only. Unchecking it shows all forms again.
A Status column in the list shows "Active" or "Archived" for each form, so you can easily tell them apart.
Select the forms you want to print and click Print or Export to PDF.
Archived forms display an (Archived) prefix before the form title in the printed output.
Frequently asked questions
What's the difference between archiving and deleting a form?
Archiving hides the form from the Active tab and mobile app but preserves it in the Archive tab for compliance and audit purposes. Deleting performs a soft delete. Archive is a less destructive operation and has separate permissions from Delete.
Is there a limit to how many forms I can archive?
There is no hard limit. For best performance during bulk operations, archive around 100 forms at a time.
Why can't I unarchive a singleton form?
If there is already an active instance of that singleton form, you can't unarchive a previous one. You must archive the active instance first, then unarchive the one you need.
What happens to existing forms when archiving is first enabled?
Existing submitted forms become eligible for archiving, but no forms are archived automatically. You choose which forms to archive.
Need help? Contact your system administrator or Access support for technical issues.