Exclude Field Data from Purges
If your organization routinely purges Case IQ data, you can configure the system to exclude certain form fields from these purges. This means that the system will retain the data in these excluded fields even after the record is deleted. By excluding fields from purges, your organization will preserve non-sensitive information, while ensuring all personal information is deleted in accordance with your data retention policies. To schedule a data purge, see Purge, Schedule Purge, or Cancel Purge for a Record.
Why exclude fields from purges?
Administrators can use this option to retain historical incident data that is not private or confidential, but is important to your case management processes. For example, you could exclude a "Location" case field from purges, so your compliance and reporting teams can continue to track and analyze where incidents occur over time.
DeleteTo prevent a record field's data from being purged:
1. Navigate to Settings > Forms. Click a record type in the Forms grid to load it in the Form Builder.
2. Click the Edit button on the Form Builder. The form will now be in edit mode.
3. Click the field you want to retain during purges. If the field is in a section or field group, refer to the Fields in a Section and Field Group instructions in this article.
To create a new field and exclude it from purges, click the + Insert Fields button to open the Field Type sidebar instead. Click and hold the field type, drag it to the Form Builder, and let go of your cursor over the + Insert Fields section.
4. In the field's properties, click the "Exclude Field from Purge" toggle to turn it on.
5. Click the Save button at the bottom of the Field Type sidebar or in the Field Type pop-up. You will see a hand icon (
) beside fields that will be excluded from data purges.
6. When you are done making changes to the form, click the Publish button. Then, click Confirm on the "Publish changes" pop-up. All fields set to "Exclude Fields from Purge" will be retained in future data purges.
Fields in a Section and Field Group
You must turn on the "Exclude Field from Purge" setting for a section or field group before you can select fields in that section or group to exclude. To retain a field that is in a section or field group:
1. Click the section or field group.
2. In the properties sidebar, click the "Exclude Field from Purge" toggle to turn it on.
3. Then, click Save at the bottom of the sidebar. You can now choose the fields in that section or group to retain.
4. Click a field in the section or group you want to exclude from data purges.
5. In the sidebar, turn the "Exclude Field from Purge" toggle on. Then, click Save at the bottom of the sidebar.
6. When you are done making changes to the form, click the Publish button.
DeleteFAQ
What kinds of fields can I exclude from purges?
You can set "dynamic" fields, sections, or field groups as "Exclude Field from Purge" via the Form Builder, i.e. configured for your application. This setting is not available for any other form element, such as data form sections or lookup integrations.
Aside from excluded fields, Case IQ will only retain a record's system-generated information when a record is purged, such as the record's number and created date. The system will delete all other data entered into the system by users as well as the record's history and links.
What record type data can I retain?
The "Exclude Field from Purge" setting is available for dynamic fields on any record type that you can open in the Form Builder. This means you can retain fields on all standard record types, such as cases, parties, files, and notes, or any custom, response, or data forms configured in your application.
Who will be able to access information excluded from purges?
Partially purging a record does not impact access controls. Users who can access a record before a purge will continue to have access after it is partially purged. The History tab will log the number of fields excluded from a purge.
