Skip to main content
Mitratech Success Center

Client Support Center

Need help? Click a product group below to select your application and get access to knowledge articles, webinars, training content, and release notes or to contact our support team.

Authorized users - log in to create a ticket, view tickets status and check your success plan details.

 

SMARTForm Retention Policy Enhancement

  1. Last updated
  2. Save as PDF

SMART Form Retention Policy Enhancement

The Integrum application has been enhanced by the Smartform retention policy. Enhancements were implemented to Smartform records like field values, additional parameters, workflow status and subform management.

Steps to Enable Smartform Retention Policy

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. The Smartform Retention policy will be enabled and the retention policy options will be displayed.

Steps to Enable Smartform Retention on Creation Date

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. Go to Enable Policy on Creation Date and set the option to 'YES' and specify the date when the Smartform should be retained.
  5. The Smartform will be deleted after the specified date.

Steps to Enable Smartform Retention on Field Date

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. Set Enable Policy on Creation Date to 'No'.
  5. Go to Enable Policy on Field date and set the option to ‘Yes’ and Specify the section and Date field names in the Drop down and specify the timeline till when the Smart form needs to be retained.
  6. The Smartform will be deleted after the specified date.

Steps to Enable Retention Policy on Field Values

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. Set Enable Policy on Creation Date to 'No'.
  5. Go to Enable Policy on Field Values and set the option to ‘Yes’ and Specify the section and field names in the Drop down and specify the particular Field values.
  6. Go to Enable Retention on Creation Date and set the option to ‘Yes’ and specify the timeline.
  7. The Smartform will be deleted based on the policy criteria and after the specified date.

Steps to Enable Retention Policy on Field Values - Validate with 7 Field Values

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. Set Enable Policy on Creation Date to 'No'.
  5. Go to Enable Policy on Field Values and set the option to ‘Yes’ and Specify the section and field names in the Drop down and specify the particular Field values.
  6. Go to Enable Retention on Creation Date and set the option to ‘Yes’ and specify the timeline.
  7. Set up 7 different retention policies by adding More policies.
  8. The Smartform will be deleted based on the policy criteria and after the specified date.

Steps to Enable Policy on Subforms

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. Set Enable Policy on Creation Date to 'No'.
  5. Go to Enable Policy on Field Values and set the option to ‘Yes’ and Specify the section and field names in the Drop down and specify the particular Field values.
  6. Go to Enable Retention on Creation Date and set the option to ‘Yes’ and specify the timeline.
  7. Go to Enable Retention Policies to Sub Forms and set the option to ‘Yes’.
  8. The smart form will be deleted based on the policy criteria and after the specified date and also the Associated subforms will be deleted along with the parent form. When set to ‘No’ only the parent form will be deleted.

Steps to Enable Policy on Workflow Status 

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. Set Enable Policy on Creation Date to 'No'.
  5. Go to Enable Policy on Workflow status and set the option to ‘Yes’.
  6. Set up the timeline and Set Enable Retention Policies to Sub Forms option to 'No'.
  7. All the parent forms under the particular workflow status will be deleted after the particular timeline.

Steps to Enable Policy on Workflow Status - Include Subforms

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. Set Enable Policy on Creation Date to 'No'.
  5. Go to Enable Policy on Workflow status and set the option to ‘Yes’.
  6. Set up the timeline and Set Enable Retention Policies to Sub Forms option to 'Yes'.
  7. All the parent forms and associated subforms under the particular workflow status will be deleted after the particular timeline.

Steps to Safeguarding Smartforms Against Policy - Retention Policy Exception Button

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > View Library.
  3. The ‘Retention Policy Exception' button should be available.

Steps to Safeguarding Smartforms against Policy - Select Smartform Exceptions 

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > View Library.
  3. The ‘Retention Policy Exception' button should be available.
  4. Select the list of Smartforms in the view using the check box and select the Retention Policy Exception button.
  5. The Smartforms don’t get deleted based on the retention policy.

Steps to Safeguarding Smartforms Against Policy - Select Smartform Exceptions - Validate Subforms

  1. Log in to Integrum Application and make sure the Smartforms has a subform deletion policy enabled.
  2. Navigate to Smart Form Builder > View Library.
  3. The ‘Retention Policy Exception' button should be available.
  4. Select the list of Smartforms in the view using the check box and select the Retention Policy Exception button.
  5. The parent form and subforms don’t get deleted based on the retention policy.

Steps to Smartform Retention Policy – Notifications 

  1. Log in to Integrum Application
  2. Navigate to Smart Form Builder > Form Template. Open the form template where the data retention policy needs to be set up and Edit the form.
  3. Go to Enable the retention policy setup and set the option to ‘Yes’.
  4. Go to Enable Reminder Emails and set the option to ‘Yes’.
  5. Configure Email Recipient roles, Groups, Email Subject and Body and set the First reminder days.
  6. The email gets triggered for the smart forms before the specified number of days as configured in the Reminder email configuration.