Understand request history during export and organization deletion¶
Requests hold more than their latest status. They can include submitted answers and corrections, tasks, approval decisions, comments, timing rules, signing-operation history and links to other work. An organization export or deletion therefore affects a broader record than the request shown on one screen.
Draft availability: this page describes the inspected backend scope. It does not certify a completed export, a tested restore procedure or a connected deletion journey. Organization export and deletion are platform administration processes; the ordinary request actions described in the request guide and intervention guide serve different purposes.
Cancelling work does not erase its history¶
Cancelling a request stops supported work in that request's lifecycle. Deactivating a template changes its availability. Neither action invokes organization-wide data deletion. A cancelled task, a replaced reviewer and an earlier approval decision can still be relevant to the history of the original request.
Use the authority-change explanation when assignments change and the template guide when a form becomes unavailable. Do not interpret those changes as evidence that the organization's records have been removed.
What the workflow portion of an export contains¶
The current workflow export selects 21 groups of database records. These include:
| Area | Selected records |
|---|---|
| Process setup | Process and form headers, steps, routes, assignment and approval rules, escalation and timing policies |
| Work in progress and history | Workflow and task state, approvals and decisions, parallel-work groups, child-work tracking, submitted-answer revisions, events and comments |
| Document-related work | Bundle headers and signing-operation tracking |
| Reporting evidence | Source publication and daily-inventory journals |
This is a declared selection, not every detail of those areas. Separate records for form questions, choices and table columns, handoff definitions and field mappings, and bundle document items and requirements are not selected by this workflow export. Including a form or bundle header does not automatically include those related details.
A document reference also does not establish that the original file, every version or another service's record is in the package. The document guide and signing guide explain the distinction between attachments, viewing and saved signing outcomes. Confirm the actual package contents with the responsible platform owner before relying on it for recovery or migration.
Read export progress and counts carefully¶
Workflow supplies one portion of a platform export. Its response does not mean that all other portions have arrived, packaging has finished or a usable download is ready. The recorded count represents selected database rows; it is not a count of unique requests, people or files.
Collection also does not establish one simultaneous snapshot of the whole platform. Work can change while different portions are collected, and a retry can collect a later result. Preserve the export's identity and actual collection or completion facts when reconciling a discrepancy.
The current selection is not an accepted restore package. In particular, the omitted related details must be assessed before anyone promises that exported requests, forms or document bundles can be reconstructed.
What organization deletion changes¶
The workflow participant declares deletion of the same 21 groups without a record-age filter. Its database model also declares removal of related form, handoff and bundle details with their parent records. Actual applied database relationships and completion still need verification; a displayed row count is not an inventory of every related item removed.
Deleting workflow history and reporting journals removes source material used to explain earlier work and recover reporting evidence. Preserve whatever authorized evidence the organization requires through the approved platform process before relying on deletion completion. An ordinary cancellation or deactivation does not perform this cleanup.
Other services, stored files, prepared archives, operational messages, logs and backups have their own owners and lifecycle rules. A workflow response reporting no retained rows does not mean that no related data remains anywhere. The platform owner must establish the completed scope from the actual job and participant evidence.
Resolve an incomplete or uncertain result¶
| Observation | What to establish with the responsible owner |
|---|---|
| Workflow has responded, but an export is unavailable | Whether collection, packaging and authorized download preparation have each completed |
| A form or bundle header is present without its details | Whether the missing information is outside the current workflow export selection |
| Counts differ from the number of requests | Which record groups were counted and whether collection was retried |
| A deletion response reports zero retained rows | The scope of its selected records and the separate status of other data owners |
| A response or completion notice was lost | The original job, actual persisted result and participant progress before another attempt |
| An export is proposed as a recovery backup | Whether its contents and a restore procedure have actually been verified |
Give support the organization, original job or request reference, observed times, missing record category and business impact. Keep a cancelled request, an incomplete export and a completed organization deletion distinct while the result is reconciled.