Cleanup task descriptions

When users delete records in F2’s user interface, they are first placed in the "My deleted records" list and disappear from the lists "My inbox", "My desktop", "My archive", "My sent records", as well as search lists based on these. There are two ways to delete a record:

Read more about deleting records in the user interface.

There are two cleanup tasks that handle records that have been in "My deleted records" for a specified number of days. One cleanup task soft-deletes records that meet one of the requirements for soft deletion. The other cleanup task removes record’s visibility for the user if one or more requirements for soft deletion aren’t met.

This cleanup task soft-deletes records that have been in a user’s "My deleted records" list in F2 for a specified number of days. Soft deletion takes place if one or more of the following requirements are met:

Users can recover deleted records from "My deleted records" before the cleanup task soft-deletes them.

Read more about the cleanup task that handles shared records which are not deleted for everyone.

A user can share a record by, for example, emailing or chatting it to other users.

When a record is shared, it can only be soft-deleted through the "Delete for everyone" function, which requires the privilege "Can delete shared records for everyone".

In all other instances, it is only possible to remove the record’s visibility from personal search lists. This happens automatically when the record is placed in "My deleted records". This cleanup task removes the record from "My deleted records" if the record cannot be soft-deleted with the cleanup task Soft-delete records from "My deleted records". The cleanup task clears the "My deleted records" list. Other users can still access the record, and the user who deleted the record can find it in the "Archive". If other users share the record with the user who deleted the record, the record will reappear in the user’s search lists.

F2 does not soft-delete shared records whose visibility is removed for only one user. This means that the cleanup task Remove soft-deleted records permanently does not apply. The record is no longer considered shared if it is deleted by all users with whom it was shared except one. If the final user chooses to delete the record, it will be soft-deleted by the task Soft-delete records from "My deleted records".

This cleanup task permanently deletes soft-deleted records from the database.

A record is soft-deleted when it is deleted from "My deleted records" in F2 and thereby removed from the user interface. The record can be soft-deleted in two ways:

If the record is shared with other users, it cannot be soft-deleted. Therefore this cleanup task does not permanently delete the record from the database even though it disappears from "My deleted records". The record is still visible on search lists for other users that the record is shared with, until they also delete it or if a user with the "Can delete shared records for everyone" privilege chooses to delete the record for everyone. Read more about cleanup tasks that removes shared records' visibility.

The cleanup task permanently removes soft-deleted documents from the database. A document is soft-deleted when a user deletes it from the user interface via the context menu for attachments.

The cleanup task removes inactive versions of documents and their related information from the database. This may include PDF versions of the documents. Document versions that still have a reference to another location in F2 are not removed.

F2 creates a new version of a document after a user has edited and saved the document. When the new document version is created, the old document version becomes inactive.

The cleanup task removes documents that are no longer in use from the database.

The task checks if there are records in the user interface pointing to a given document in the database. If not, the document is removed from the database.

Example:

A user creates a record ("record 1") with a document ("original document"). She or another user creates a new record ("record 2") and adds the same document to the new record. No copy of the document is created in the database for record 2. Record 2 points to the document from record 1. If record 1 is deleted, the document remains in the database since record 2 still points to it. If record 2 is also deleted and there are no other records pointing to the document in the database, the cleanup task removes the original document.

The task removes soft-deleted cases from the database.

A case is soft-deleted when a user has deleted it from the user interface. A user must have certain rights to soft-delete a case.

The task permanently removes chats from the database when no new messages have been added within a specified number of days. This means that chats will not be soft-deleted before being permanently deleted from the database.

The cleanup task removes lines from the database log about user actions in F2’s participant register.

When a user searches for a participant in the participant register, F2 creates a line in the database log about the user’s action. The line in the log contains information such as which user searched for which participant and when.

F2 logs information about the following actions:

The cleanup task removes lines from the database log about participant searches in F2’s participant register.

When a user performs a search in the participant register, F2 creates a line in the database log stating that the user has performed a search. A user can, for example, search for a participant with a specific CPR or SSN number. The line in the log contains details about which user performed which type of search in the participant register and when, among other things.

The cleanup task removes lines from the database access log.

When a user searches for or views cases, records, and documents, F2 creates a line in the access log about this action. The cleanup task only deletes lines about selected actions, such as when a document has been viewed. The line in the access log contains information about which user performed which action on which element and when, among other things.

The cleanup task permanently removes lines from the database mass operation log.

When a user performs a mass operation, F2 creates an entry in the database mass operation log. A mass operation occurs when a user performs the same action on multiple records, cases, or documents at once. Examples of mass operations include removing records from a case, registering records, and changing records' responsible user.

The user interface contains a dialogue with an overview of the 20 recently executed mass operations. Older lines from the log are stored in the database for support purposes to clarify faulty mass operations.

The cleanup task permanently removes user log files and screenshots from the database error log.

If a user experiences an error in F2, a dialogue opens where they can describe how the error occurred. An automatic log file is generated with a description of the system events that led to the error. These log files are used for support purposes to investigate why errors occur and how to resolve them.

The cleanup task removes lines from the database log about submissions received in F2 via an F2 self-service solution.

When a citizen submits an application via an F2 self-service, F2 stores information about the citizen in the database. Examples of stored information include the citizen’s identity (such as CPR/SSN number) and IP address.

The cleanup task removes a user’s access to records that the user only had access to due to the expired "on behalf of" rights.

In F2 you can allow users to perform all actions and/or handle approvals on behalf of another user. The rights can be restricted to a specific period. When the period has expired, the cleanup task removes read and write access to records and approvals for the user who had the on-behalf-of right. "On behalf of" rights and their validity period are determined at setup.

The cleanup task deletes "On behalf of" rights on the same day they expire. The cleanup task cannot be configured.

The cleanup task deletes PDF files that failed during generation in F2 and are therefore only partially created. Documents are automatically converted to PDF files in F2, so they can be displayed in modules such as F2 Manager and F2 Manager 2. Partially created PDF files are not accessible in the user interface. The cleanup process therefore only takes place on the server.

The cleanup task permanently deletes partially created PDF files when they are more than 24 hours old. The task does not remove original data.

The cleanup task cannot be configured.

The cleanup task permanently removes temporary copies of documents from the database that F2 created to optimise performance when generating reports.

Temporary copies are not accessible in the user interface. The cleanup process therefore only takes place on the server.

The cleanup task permanently deletes temporary copies when they are more than 24 hours old. The task does not remove original data.

The cleanup task cannot be configured.

The cleanup task removes user sessions that have expired.

When a user logs in to F2, F2 creates a user session. This means that a log is created in the database of the user being connected to F2. When the user logs out of F2, the session expires.

The cleanup task deletes expired user sessions on the same day they expire.

The cleanup task cannot be configured.

The cleanup task removes document locks that have expired or no longer exist.

F2 creates a document lock on certain elements when a user opens and edits them. The document lock prevents other users from editing the same element simultaneously.

The following elements are locked with a document lock when a user edits them:

The cleanup task removes expired document locks. A document lock expires after 12 hours by default. Hereafter other users can "take over" the lock and edit the relevant element.

The cleanup task deletes expired document locks on the same day they expire.

The task also removes document locks without an existing user session. The absence of a user session means it has been removed by the cleanup task Remove expired user sessions.

The cleanup task cannot be configured.

The task removes document locks created for a user who has been deactivated. See Remove expired document locks for a description of document locks.

The cleanup task deletes document locks from deactivated users on the same day as the user is deactivated.

This cleanup task cannot be configured.

The cleanup task removes statuses used by the Metadata Remover module when they have expired. Read about the Metadata Remover module (documentation available in Danish). Statuses from Metadata Remover expire when the documents cleaned by the module have been sent.

The cleanup task deletes expired statuses from Metadata Remover on the same day they expire.

The cleanup task cannot be configured.