A common request that we see in Support is from customers asking how they can download documents from older form versions, older form submissions, or even archived forms. There are a few ways that this can be done, but likely the easiest would be to use a Data Destination through the Form Outputs tab in the Live portal.
Keep in mind that this method requires access to the Live portal and the ability to add and modify Data Destinations. If you don't have access to the Live portal or the permissions needed to add or modifyData Destinations, please contact your TrueContext Administrator in your organization.
Scenarios you might need this for:
- Lost access to previous files and need to re-download them in bulk.
- Analytics
- Need to access old form submissions from a specific form version.
How to download documents from previous form versions
Our product documentation covers how to download documents through the Form Output tab, and you can find that documentation here: The Form Outputs Tab
The steps you need to take are:
- Set up a Data Destination for the documents you wish to download
- Link that Data Destination to the form version (or archived form) you wish to download documents from
- Link the documents you wish to download to the Data Destination
- Update your Form Outputs to have all the documents sent to the new Data Destination
Data Destination Set Up
To obtain the archived files in bulk, we need to first set up a place to house them. You can pick a Data Destination of your choice if it is compatible with documents and media files.
Documentation on our Data Destination feature is available here: https://docs.truecontext.com/1374411/Content/Published/217500098_DataDestinationsOverview.html
Linking the Data Destination and Documents
Once you have a Data Destination set up that you can send your documents to, we can now follow the instructions on how to link your Data Destination to a previous form version, outlined in our documentation for The Form Output Tabs: https://docs.truecontext.com/1374411/Content/Published/217499418_TheFormOutputsTab.html#AddDataDestinationstoaformversion
Update your Form Output
Once you've linked your Data Destination and documents to your previous form version, you will need to select that you are aware that new or modified Data Destinations will execute for your previously submitted forms, and then click the Update button.
This will trigger TrueContext to send the previously submitted data to the newly linked documents.
Important notes:
- Follow the instructions carefully as there are number of steps involved in setting this up.
- Make sure that the Data Destination you wish to use supports receiving documents. A table of Data Destinations that require or support documents is available here: https://docs.truecontext.com/1374411/Content/Published/217499418_TheFormOutputsTab.html#microcontent1
- You must update the Form Output tab for EACH of your previous form versions with submissions you wish to download the documents from.
- The submissions will only be executed once.
- If the number of submissions is large, it will take some time for the execution to complete.
#TechTalkSupport
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Lizza Acevedo
Technical Analyst
TrueContext
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