Store records for 30 days after deletion

Store records for 30 days after deletion

Requirement

Deleted records must be stored for 30 days after deletion, after which they should be permanently removed from the database.

Use Case

A library management app is used to manage books, memberships, and other resources. When a membership is cancelled, it can be reclaimed within the next 30 days. After 30 days, customers need to purchase a new membership, if required. So, cancelled membership records are stored for 30 days before before being permanently removed from the database.
 

Steps to follow

1. Create two forms with the following details:
Form
Form Link Name
Field Type
Field Name
Field Link Name
Add Member
Add_Member
Single Line
Name
Name
Phone
Phone Number
Phone_Number
Email
Email
Email
Image
Photo
Photo
Auto Number
Member ID
Member_ID
Cancelled Membership
Cancelled_Membership
 
Name
Name
Name
Single Line
Member ID
Member_ID
 
Let's create a workflow to move deleted records from Add Member form to Cancelled Membership form
 
2. Create workflow with the following details.
The workflow is to be triggered when a record is being deleted , so we are selecting the Form Event as "Validations on record deletion".
 
3. Click Add New Action > Deluge Script, and save the following D eluge snippet in the Deluge editor:
  1. var = insert into Cancelled_Membership
  2. [
  3.   Added_User=zoho.loginuser
  4.   Name=input.Name
  5.   Member_ID=input.Member_ID
  6. ];
The snippet uses the add records Deluge task to add the member's details in Cancelled Membership form when a member's record is deleted from the Add Member form.
 
4. Next, let's create a workflow in Schedules to delete the records in the Cancelled Membership form after 30 days.
We have selected Added Time as the Start date field, so that records are deleted 30 days after they have been added.
 
5. Click Add New Action > Deluge Script and save the following script in the editor
  1. delete from Cancelled_Membership [ ID == input.ID ];

See how it works  

Points to note  

  • Form Event can also be set as "Successful record deletion" instead of "Validations on record deletion". However, it is safer to use the current method, since records are added to the other form before the records are deleted from the current form.
  • We can add a custom button to the Cancelled Membership form to add the member's record back to the Add Member form if a member decides to retain the membership .
  • A daily schedule can also be configured to delete records that have completed 30 days.

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