Change instance retention settings

You can change the instance retention settings for a workflow. If you select to delete instances upon completion, they will be automatically deleted. Instances that were terminated or failed will not be automatically deleted. Deleting instance data from a workflow also deletes all of the start data, tasks, and files associated with the workflow. If a workflow is configured to automatically delete instance data, the form files will also be deleted regardless of the File upload storage configuration. Once instance data is deleted, it cannot be restored. It may take some time to process the deletions. For more information, see Delete instances.

Note: For workflow designers and developers to delete instances, an administrator must have turned on the Instance data retention setting. For more information, see Manage instance data. Administrators can delete instance data at any time.

Change the instance retention settings of an individual workflow

1. Open the workflow.

2. On the toolbar, click Settings.

3. Click the Instance retention tab.

4. From the Delete workflow instance drop-down, selection an option:

   On completion: This option automatically deletes the workflow instance data when the workflow is completed.

   Never: This option never deletes the workflow instance data.