diff --git a/ecosystem/msk-forms/discord-bot.md b/ecosystem/msk-forms/discord-bot.md index de7f129..50023a7 100644 --- a/ecosystem/msk-forms/discord-bot.md +++ b/ecosystem/msk-forms/discord-bot.md @@ -98,10 +98,10 @@ Alternatively point the bot at a **log channel** (Bot config → Log channel). T ### What gets logged - **Submissions:** new submission, status changed, message sent to the applicant, internal note added (not its content), role granted on acceptance, archived, restored, withdrawn or deleted by the applicant, exported (format and number of rows) -- **Forms:** created, edited, deleted, posted in Discord, categories changed +- **Forms:** created, edited, archived, restored, permanently deleted, posted in Discord, categories changed - **Team:** member added, role changed, form access changed, member removed - **Settings:** bot settings, branding, statuses, status messages, custom domain, public hub link, Discord login settings, captcha settings -- **Security & integrations:** webhooks added, changed or removed, API keys created or revoked, plan changes, data processing agreement accepted +- **Security & integrations:** webhooks added, changed or removed, API keys created or revoked, who may delete forms permanently, plan changes, data processing agreement accepted The entries use the bot's language for your server (see below). diff --git a/ecosystem/msk-forms/faq.md b/ecosystem/msk-forms/faq.md index 40110b4..ebd0408 100644 --- a/ecosystem/msk-forms/faq.md +++ b/ecosystem/msk-forms/faq.md @@ -85,7 +85,11 @@ No. Reviewers need to read submissions, so answers are stored readable by the gu ### How do I (or an applicant) delete a submission? -An applicant can **delete** their own submission from the status page (it removes the row and any uploaded files). Teams can delete submissions or whole forms. This satisfies GDPR erasure. See [Applicant self-service](submissions-and-review.md#applicant-self-service-gdpr). +An applicant can **delete** their own submission from the status page (it removes the row and any uploaded files). Teams can delete submissions, and the server owner can permanently delete archived forms (see [Archiving & deleting forms](form-builder.md#archiving--deleting-forms)). This satisfies GDPR erasure. + +### Someone deleted a form by accident. Can we get it back? + +Forms are archived rather than deleted, so a manager can restore it from **Forms → Archive** with all its submissions. Only a form that was permanently deleted from the archive is gone, and that requires the server owner (or an admin the owner allowed). See [Applicant self-service](submissions-and-review.md#applicant-self-service-gdpr). ### Can I export submissions? diff --git a/ecosystem/msk-forms/form-builder.md b/ecosystem/msk-forms/form-builder.md index a66e307..7b4f18e 100644 --- a/ecosystem/msk-forms/form-builder.md +++ b/ecosystem/msk-forms/form-builder.md @@ -217,7 +217,25 @@ Move a form between servers, keep a backup, or reuse a template: - **Save** stores the form as a draft. - Set the **status to Live** to start accepting submissions (subject to any [schedule](#scheduling)). -- **Delete** removes a form and its submissions (cascade), including any uploaded files. +- **Archive** takes a form out of use without losing anything (see below). + +### Archiving & deleting forms + +Forms are not deleted from the Forms list, they are **archived**: + +- An archived form disappears from the Forms list, its public link shows the form as closed, and it is removed from the public hub and the bot's form list. +- Its submissions are kept. They leave the Submissions list and the Board together with the form and stay readable from the archive (**Archive → View submissions**). Applicants' status links keep working. +- **Restore** brings the form back with the status it had before, including its public link if it was live. + +Open the archive with the **Archive (n)** button above the Forms list. Everyone who manages a form (Owner, Admin, or a per-form **Manage** grant) can archive and restore it. + +**Delete permanently** is only available inside the archive and removes the form, its submissions and uploaded files for good. By default only the **server owner** can do that. The owner can allow admins as well on the **Team** page (*Deleting forms*). Per-form managers can never delete permanently. + +Archiving, restoring, deleting and changes to that setting all show up in the [activity log](discord-bot.md#activity-log). + +:::info[Free plan] +Archived forms don't count toward the Free plan's form limit. Restoring one is blocked while you are at the limit. +::: **Preview before you publish.** Every form has a **Preview** action (managers, opens in a new tab) that renders the exact public form, branding, multi-step flow, all field types, for any status, including drafts. Preview validates and lets you walk the pages like the real thing, but never submits. diff --git a/ecosystem/msk-forms/submissions-and-review.md b/ecosystem/msk-forms/submissions-and-review.md index 8620854..d12a5c8 100644 --- a/ecosystem/msk-forms/submissions-and-review.md +++ b/ecosystem/msk-forms/submissions-and-review.md @@ -130,7 +130,7 @@ Beyond the Viewer default, you can grant access in two ways: - **Per form:** on the **Team** page, each form has a **Form access** picker for a Viewer with three levels: - **No access** (default). - **Review** lets them read and act on that one form's submissions. - - **Manage** lets them fully run that one form (edit it in the builder, delete it, export it, and review its submissions) without any guild-wide access. Use this to hand a single form to someone without making them an Admin. + - **Manage** lets them fully run that one form (edit it in the builder, archive and restore it, export it, and review its submissions) without any guild-wide access. Use this to hand a single form to someone without making them an Admin. It does not include deleting the form permanently, see [Archiving & deleting forms](form-builder.md#archiving--deleting-forms). Managing the guild itself (creating new forms, bot/branding/domain settings, the team) stays with Owners and Admins.