What is the difference between archiving | deactivating | deleting a form?

This article explains the difference between archiving, deactivating, and deleting a form in Cases as well as what you should consider before taking action

You can find these functions under Case Management » Settings » your form » Advanced » Manage. Users must have the Ability to change forms setting enabled in their profile and must have access to the specific form to administer these functions.
As an administrator, you have full access.

• Archive form:

When you choose to archive a form, it means the following:

• • No new cases can be created, and existing cases in this form cannot be modified.
  • However, you can still search for previously created cases.
  • The form can be reactivated later if desired through the same function.
  • An archived form will be clearly labeled as Archived.
  • It can be found on the settings page and under Search.

• Disable form:

As long as the form is disabled, no user (regardless of their permissions) can:

• • Search for, modify, or create new cases associated with the form.
  • The form can always be reactivated later using the same function.
  • Users with the appropriate permissions can still edit a disabled form.
  • A disabled form will be clearly labeled as Inactive
  • The form will only be accessible on the settings page.

• Delete form:

If you choose to delete a form, both the form and all associated cases will be permanently removed. Therefore, we do not recommend this action as a first option. To proceed with deletion, you must acknowledge that you understand these consequences.

Related Content:

• User permissions for Cases via forms
• User Permissions for Cases in a Profile

Last updated: 1 April, 2025