Form Data Archive Tool

Introduction

The Form Data Archive Tool allows administrators to archive selected form data into a single ZIP file based on a defined application, form(s), and date range. The tool scans the selected forms within the chosen app, identifies records that fall between the specified start and end dates, and packages the data into an archive for long-term storage or backup purposes.

In addition to archiving form records, the tool can optionally include associated child form data (such as Form Grid or Spreadsheet entries), collect uploaded files linked to the archived records, and perform post-archive cleanup actions such as deleting database records, files, or completed process instances.

Plugin information

Plugin Available in the Bundle:

1. Form Data Archive Tool

This plugin bundle is compatible with Joget DX 8.

Expected Outcome

When executed, the Form Data Archive Tool will:

• Identify records from the selected form(s) within the specified date range
• Archive the matching form data into a ZIP file
• Optionally include associated child form data
• Optionally perform cleanup actions based on the selected configuration
• Output the generated archive according to the chosen file output option

Get started

Where to get the plugin

1. You can obtain the jar file by the latest release at https://github.com/jogetoss/form-data-archive-tool/releases. 

2. Upload the plugin jar file in Joget by going to Settings → Manage Plugins.

Steps for Creating App from Scratch

1. To use the Form Data Archive Tool, ensure that the target App and Forms containing the data to be archived have been created.

2. Navigate to Process Builder and create a new process, or open an existing process where the archive operation should be executed.

Configure Form Data Archive Tool

In the Tools field, select Form Data Archive Tool. The Form Data Archive Configuration section will be displayed.
You must first select Archive from Frontend or Backend, which determines whether the archive configuration is defined within the tool (Backend) or dynamically retrieved from form input (Frontend).

Archive from Frontend or Backend

Frontend Configuration

When Frontend is selected, archive parameters are obtained from form fields. You must map each required field in the tool configuration to the corresponding form field.

Before configuring the tool, you must first create a form that captures the required archive inputs.

Step 1: Create a Form with the following fields:

• Select App
• Select Form
• Start Date
• End Date
• Archive Associated Child Form Data (Checkbox)
• Delete Table Data (Checkbox)
• Delete Files (Checkbox)
• Delete Completed Processes (Checkbox)
• File Output Option
• File Path (if Saving to File Path)
• Form & File Field ID (if saving to form field)

Configure the following required fields:

• Form*
  Select the form that contains the user input for the archive operation.
• App Field*
  Select the form field that stores the application ID to be archived.
• Form Field*
  Select the form field that stores the form ID(s) whose data should be archived.
• Start Date Field (yyyy-MM-dd)*
  Select the form field that provides the start date for the archive range.
• End Date Field (yyyy-MM-dd)*
  Select the form field that provides the end date for the archive range.

Only records that fall within the specified date range will be included in the archive.

The following options control how related data and cleanup actions are handled:

• Archive Associated Child Form Data Field (FormGrid, SpreadSheet)?
  Select the checkbox field that determines whether associated child form data such as Form Grid or Spreadsheet entries will be included in the archive.
• Delete Table Data Field?
  Select the checkbox field that determines whether archived records will be removed from the database after the archive is generated.
• Delete Files Field?
  Select the checkbox field that determines whether files associated with archived records will be deleted after archiving.
• Delete Completed Processes Field?
  Select the checkbox field that determines whether completed process instances related to the archived records will be deleted.

• File Output Option
  Select how the generated ZIP file should be handled. Depending on the selected option, additional fields may appear, as described below.

  • Save to Form Field
    When selected, the generated ZIP file will be stored in a File Upload field of a selected form.

    The following fields will be displayed:

    • Form* – Select the form used to store the generated archive file.

    • File Field ID* – Select the file upload field that will receive the ZIP file.

  • Save to File Path
    When selected, the generated ZIP file will be stored in the specified directory on the server.

Backend Configuration

Configure the following required fields:

• Select App*
  Select the application that contains the forms to be archived.
• Select Form(s)*
  Select one or more forms whose data should be archived.
• Start Date (yyyy-MM-dd)*
  Enter the start date for the archive range.
• End Date (yyyy-MM-dd)*
  Enter the end date for the archive range.

Only records that fall within the specified date range will be included in the archive.

The following options control how related data and cleanup actions are handled:

• Archive Associated Child Form Data (FormGrid, SpreadSheet)?
  When enabled, associated child form data such as Form Grid or Spreadsheet entries will be included in the archive.
• Delete Table Data?
  When enabled, archived records will be removed from the database after the archive is generated.
• Delete Files?
  When enabled, files associated with archived records will be deleted after archiving.
• Delete Completed Processes?
  When enabled, completed process instances related to the archived records will be deleted.

• File Output Option
  Select how the generated ZIP file should be handled. Depending on the selected option, additional fields may appear, as described below.

  • Save to Form Field
    When selected, the generated ZIP file will be stored in a File Upload field of a selected form.

    The following fields will be displayed:

    • Form* – Select the form used to store the generated archive file.

    • File Field ID* – Select the file upload field that will receive the ZIP file.

  • Save to File Path
    When selected, the generated ZIP file will be stored in the specified directory on the server.

Run the Process

Save the process configuration. Run the process to execute the Form Data Archive Tool. Once executed, the archive file will be generated based on the configured settings.
For example, if a file path output option is selected, the generated ZIP file will be stored in the specified directory