Retention Policies
Archive or purge one kind of data once it is older than the years you set AND has not been added to or changed for the years you set — then again on the period you choose. There are no defaults and none is shipped. A policy starts switched off: preview it, then switch it on. Records something else still refers to are kept and counted. Purging needs the delete permission on this screen.
Where to find it
- Module: Platform
- Group: Data & Documents
- Section: Data Retention
- Screen: Retention Policies
Address in the console: /platform/retention-policies
List · 11 columns · 12 fields on its form · 7 of them required · 2 actions
What the list shows
These are the columns of the list, in the order they are drawn. Any of them can be sorted on, filtered on, hidden, or exported.
| Column | Kind | Field name |
|---|---|---|
| Policy | Code | code |
| Name | Text | name |
| Data | Status | target |
| Action | Status | action |
| Older than (years) | Number | older_than_years |
| Untouched for (years) | Number | untouched_years |
| Runs | Status | frequency |
| On | Yes or no | is_active |
| Next run | Date and time | next_run_at |
| Last run | Date and time | last_run_at |
| Last result | Status | last_status |
The form
What is asked for when a record is created here. Required fields are marked; a choice drawn from a configuration list is one an administrator can extend without a release.
| Field | Type | Choices | Notes |
|---|---|---|---|
| Policy code required | Text | e.g. RET-AUDIT | |
| Name required | Text | ||
| Data required | Choice | Looked up from existing records | Only data that is finished can be chosen: a paid invoice, a closed ticket, a log. The ledger is not offered. |
| Archive or purge required | Choice | archive, purge | archive = moved out of the live tables and kept, readable and restorable. purge = deleted. |
| Older than (years) required | Number | Data is considered once it is at least this many years old. | |
| Not added or changed for (years) required | Number | And only if nothing has added to or changed it in this many years — its own dates and the audit trail are both read. | |
| Runs required | Choice | daily, weekly, monthly, quarterly, yearly | |
| First run | Date and time | Empty = the next check after it is switched on (every 15 minutes). | |
| Then purge the archive after (years) | Number | Archive, then purge: an archived record is deleted from the archive this many years after it was archived. Empty = kept in the archive. Records under legal hold are kept. | |
| At most (rows per run) | Number | What one run handles; the rest wait for the next. 50,000 unless you say otherwise. | |
| Switched on | Yes or no | Off until you switch it on. Preview first. | |
| Notes | Long text |
What you can do here
Preview primary
What would this do now?
Run now
Run this policy now
The rules that apply here
Everything on this screen obeys the platform rules rather than rules of its own. The ones worth knowing before you use it:
- Narrowing a list — search, conditions, sort, totals, export and saved views.
- What may be changed — the five grounds a record may not be edited on.
- Companies and business units — what the switcher above this list is doing to it.
- Creating a record — required fields, where choices come from, and how the number is allocated.
- Importing a spreadsheet — this screen accepts one, and it runs through the same rules as typing.