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
|
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
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:
- var = insert into Cancelled_Membership
- [
- Added_User=zoho.loginuser
- Name=input.Name
- Member_ID=input.Member_ID
- ];
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.
5. Click
Add New Action
>
Deluge Script
and save the following script in the editor
- 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 .
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