Store and review form submissions

Submission storage creates a WordPress-side record that authorized users can review under Forms → Submissions. Enable it only when the workflow needs retrieval, follow-up, or an approved record.

Choose the global default

Open Settings → POM Theme → Forms → General:

1. Set Store submissions globally.
2. Set Default retention period (days).
3. Save the theme settings.

An empty global retention value means no automatic removal. Use indefinite retention only when an intentional policy covers review and deletion.

Override one form

1. Open the form.
2. Choose Storage/Advanced → Submission Storage.
3. Set Storage Override to:
   • Use Global Setting
   • Enable Storage (Override)
   • Disable Storage (Override)
4. Review the displayed Effective Status.
5. When required, enable Override Retention Period and enter Retention Period (days).
6. Save the form.

A per-form retention value of 0 keeps submissions indefinitely.

Review stored entries

1. Open Forms → Submissions.
2. Filter by the form when needed.
3. Open a submission to review its submitted values, files, and processing events.
4. Review the local file size, retention expiry, and any pending cleanup beside the submission.
5. Open an individual submission to download its retained files or manage its storage.

The Submissions link beside a form appears when storage is effective. Deleting a form preserves its stored submissions, so the submissions screen remains the place to manage those records.

Understand what retention covers

Automatic retention applies to the stored POM Forms record and its retained local files. It does not remove copies already delivered to:

• Email recipient mailboxes
• Google Drive
• A webhook receiver
• A created WordPress post
• An external action endpoint

Document each destination separately in the site’s data-handling policy.

Verify the policy

Submit a non-sensitive test and confirm it appears only when storage is effective. Check the visible retention status and any local file download with an authorized account.

If a submission count shows a dash on Forms → All Forms, storage is disabled for that form. If local uploads are required, enable storage and Store Uploaded Files before retesting.

For the broader workflow, see Notifications, submissions, and retention.

Delete submissions or local attachments

Administrators can manage one submission from its detail screen, or select entries on Forms → Submissions and use Storage action:

1. Choose Delete local attachments only to preserve the submitted values and remote-file references.
2. Choose Delete submissions and local attachments to remove the selected records and their owned local files.
3. Select I confirm this deletion. and choose Apply or Apply to selected submissions.
4. Review the completion message. A busy entry or failed file deletion is retained for review or cleanup; its file references are not silently discarded.

Deletion is permanent. Editors and shop managers with viewing permission do not automatically receive deletion permission. Removed local files are marked with their removal time in a retained submission.

These actions do not delete Google Drive files, copies in recipient mailboxes, or an email service's independently prepared delivery copy. Cancelling an email delivery is a separate action in the mail service.

Automatic retention uses the same deletion process in small background batches. A pending cleanup is retried, and the screen warns if retention has not run recently. Disabling new forms does not abandon cleanup of existing stored records; their configured retention continues while the theme is active. Re-enable Forms to review those records in its administration screens.