Use this action to save individual files from deletion, whether from a scheduled data retention policy, or the Data Deletion: Delete run action.
Use this action as part of a GDPR or privacy compliance process that removes old data. This action can preserve important files that are part of the process, and are not necessary or advisable to delete.
It’s recommended to add this action inside of the process you’re saving files in, so the files are saved each instance.
This action must be inside the same process as the files to be saved. It is not possible to save files from past completed instances, or instances from other Workflows. You can reference the files using the field picker.
If required, you can retrieve the file ID manually. It is always recommended to reference a field with the file ID when possible.
First, find the file field within a process. It is easiest to find this field by checking the output fields for an entire process
From there, right-click on the file and select “Copy link address”. This may vary between browsers.
The file’s URL is now copied, paste the copied text in any text box (like Microsoft Word or Notepad). The ID is available at the end of the URL.
For https://example.pushbot.com/api/files/a526b85f-57a3-4a9a-ad14-8d0dfcedcca3/download, the file ID is
- Enter a list of file IDs to save from deletion, separated by commas. Because file IDs may change in each instance, you should always reference the field when possible.
- To find a file ID manually, see How to find a file’s ID
- Enter a name for the field in which the result should be saved.
- The step’s name is used as the output field name by default.
This action outputs a list of the saved files. The name of the field will be the Output field prefix defined during configuration.
For all other fields, the output field prefix above will be added to the beginning of each of the output field names, separated by two dashes. Each field will result as:
- A comma separated list of all the saved file IDs.
- An integer count of the number of saved files.
If something’s not working as expected, or you’re looking for suggestions, check through the options below.
It is important to save or backup the IDs of any saved files or tables. Once an instance is deleted, saved objects may be hard to relocate.
You should automate backing up these saved object IDs using actions like Tables: Add a row. For example, immediately after using either Save files or Save tables, use the Tables: Add a row action to reference the output field and grab the saved object IDs.
To access a saved table or file ID, navigate to them directly using a URL.
- For tables, add the table ID to the following URL:
- For files, add the file ID to the following URL:
By default, Catalytic saves all instance data and no files or tables are deleted automatically. In most cases, the Save files and Save tables actions are not necessary.
If you encounter any fix tasks when using this action, check some of the resolutions to common fix tasks below.
This means the file IDs were valid, but that the files were not in the run. This action cannot save files outside of its own run.
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