You can (automatically) delete documents by going to your organizations 'Document settings' and/or performing a 'Bulk change' action.
Customize document deletion settings
The 'Document settings' can be customized in the endpoint (available for Enterprise clients only), the organization and in the form. In this article, we only cover the settings for document deletion in an organization. For more information on the other document settings, see the article: Document Settings.
How to customize document settings in the organization
Users with "Organization Administrator" rights can customize the document settings of the organization. These settings then apply to all completed documents within the organization, except for form templates where an alternative setting is stored.
- Go to the Incontrol web environment.
If you are using another brand that Maxd'Oro offers, please see: - Log in, as an organization administrator, with your login credentials.
- Navigate to the 'Organization' section.
- Under 'Settings', choose 'Document settings'.
- In the 'General' segment, you can now adjust the settings for automatic deletion.
Delete documents after x days
When this setting is checked (by default it is), documents are never deleted automatically (though a user can always do this manually). If the default value is unchecked, the number of days after which the completed document must be deleted can be specified. Deleted documents first end up in the recycle bin. For more information about the recycle bin and where to find it, see How can I delete forms, concepts, documents and users and where can I find the garbage bin?
- If it is set that the document is deleted after x days, you can choose what to do with the deleted document after the set days. The following options are available:
- By default, the option 'Use the server default (Move the document to the recycle bin)' is selected.
- 'Move the document to the recycle garbage can'.
- 'Do not delete the document, assign it to the organization'
- 'Let the user choose'
Deleting concepts and documents in bulk from the organization
Important! Bulk deletion of drafts and documents can have major implications for business operations. We recommend using this functionality carefully.- Go to the Incontrol web environment.
If you are using another brand that Maxd'Oro offers, please check out: - As an organization administrator, login with your credentials.
- Navigate to the 'Organization' section.
- Under 'Settings', choose 'Bulk changes'.
Under the setting 'Action', users (with organization administrator rights) can delete concepts and documents in bulk from the entire organization.
Using the dropdown menu, a choice can be made between concepts or documents and for which period this bulk action should be performed. See the animation below.
The deleted concepts and documents end up in the recycle bin first, after a certain period they are permanently deleted. How long the drafts and documents remain in the recycle bin depends on your license. For more information on this check out the article How can I delete forms, concepts, documents and users and where can I find the garbage bin?