If entries or batches disappear unexpectedly, it’s usually due to deletions or cleanup policies.
Entry Deletions #
- Trashing an entry means it will not be part of any future batches unless it’s restored.
- Permanently deleting entries from Gravity Forms removes them from eligibility.
- A batch created later won’t include those deleted entries, even if they matched the filter originally.
Batch Deletions #
- Permanently deleting a batch entry will also delete the entire batch.
- Use caution when cleaning up, as this action cannot be undone.
Batch Cleanup #
- In Global Settings, you can set how often completed and canceled batches are cleaned up.
- Options include 1 month, 6 months, 1 year, or Never.
- Once the time is reached, those batches are automatically removed.
Active Batches #
- In-progress, pending, or scheduled batches are never deleted by cleanup rules.
- They remain visible until completed, canceled, or marked complete manually.
Tips #
- If you rely on long-term reporting, set cleanup to Never or export logs regularly.
- Communicate to staff that deleting or trashing entries also affects mailing lists.
- Review your host’s backup policy in case you need to restore lost data.
Understanding how deletions, trashing, and cleanup interact ensures you don’t lose visibility into past campaigns unintentionally.
