Cleanup tasks that permanently remove data from the database

This cleanup task permanently removes 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.

Configuration

Default value: 180 days.

The default value is the number of days a record remains in the database after it has been soft-deleted, before this cleanup task permanently deletes it. Configure the default value to your organisation’s needs.

F2 calculates the number of days since the record was soft-deleted either by the cleanup task or by a user deleting the record from "My deleted records" in F2.

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.

Configuration

Default value: 180 days.

The default value is the number of days a document will remain in the database after it has been soft-deleted, before this cleanup task deletes it permanently. Configure the default value to your organisation’s needs.

F2 calculates the number of days since the document was soft-deleted.

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.

Configuration

Default value: 180 days.

The default value is the number of days an inactive document version will remain in the database before this cleanup task deletes it permanently. Configure the default value to suit your organisation’s needs.

F2 calculates the number of days since a new version of the document was created.

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.

Configuration

Default value: 1 day.

The default value is the number of days an unused document remains in the database before this cleanup task deletes it permanently. The default value cannot be configured.

F2 calculates the number of days since the last record pointing to the document was soft-deleted from the user interface.

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.

Configuration

Default value: 180 days.

The default value is the number of days a soft-deleted case remains in the database before this cleanup task deletes it permanently. Configure the default value to your organisation’s needs.

F2 calculates the number of days since a user deleted the case from the user interface.

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.

Configuration

The cleanup task has three possible configurations:

Configure the default values to your organisation’s needs.

Configuration 3 controls whether chats created after activating this cleanup task are selected for deletion automatically, or if they should be selected manually by a user. Chats created before activating the cleanup task must be selected manually for deletion.

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:

Configuration

Default value: 180 days.

The default value is the number of days that user actions will remain in the database log before this cleanup task permanently deletes them. Configure the default value to your organisation’s needs.

F2 calculates the number of days since a user performed the action and the line was created in the log.

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.

Configuration

Default value: 180 days.

The default value is the number of days that lines about participant searches will remain in the database log before this cleanup task permanently deletes them. Configure the default value to fit your organisation’s needs.

F2 calculates the number of days since a user performed the search and the line was created in the log.

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.

Configuration

Default value: 180 days.

The default value is the number of days that lines remain in the database access log before this cleanup task deletes them permanently. Configure the default value to your organisation’s needs.

F2 calculates the number of days since a user performed the action and the line was created in the log.

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.

Configuration

Default value: 180 days.

The default value is the number of days that lines about mass operations remain in the database log before this cleanup task permanently deletes them. Configure the default value to your organisation’s needs.

F2 calculates the number of days since a user performed the mass operation and the line was created in the log.

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.

Configuration

Default value: 180 days.

The default value is the number of days that log files and screenshots remain in the database before this cleanup task deletes them permanently. Configure the default value to your organisation’s needs.

F2 calculates the number of days since the error occurred and the log file and screenshot were created accordingly.

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.

Configuration

Default value: 180 days.

The default value is the number of days that information from self-service submissions will remain in the database log before being permanently deleted. Configure the default value to your organisation’s needs.

F2 calculates the number of days since the citizen submitted an F2 self-service and the line was created in the log.

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.