Keep the record, replace what shouldn't stay
Sometimes an answer should not stay as it was submitted forever. A Replace workflow blanks or overwrites chosen answers a set number of days after the submission arrived, while the case and its statistics stay intact. Teams use it to:
Remove details you no longer need — names, phone numbers and other personal data that were useful while the case was open and are a liability afterwards.
Standardize or correct data — overwrite a free-text answer with a fixed value once a case is closed, so exports and dashboards stay clean.
Mark records as archived — replace an answer with a marker such as [archived] after your retention period, so anyone opening the case knows the original was retired.
In this guide we build Remove reporter details after 30 days: on every Community Feedback Intake submission, Reporter name is cleared and Reporter phone number is replaced with [removed] 30 days after arrival.
Open Project Settings, expand FORMS, choose Site Forms and select Add (or the N workflows link, then CREATE NEW) in the form's Workflows column.