As an organisation administrator, you can configure rules for retaining the records related to your registered organisation, including projects (default or project-specific) where your organisation is defined as the owner organisation and its files and forms, depending on the policy configuration. Accordingly:
All existing and new records matching the selected configuration get permanently deleted automatically based on the activity defined in the set schedule.
An email notification is sent for files deleted or to be deleted.
You will have access to view the history of records deleted or to be deleted.
Pre-requisites:
Privilege for managing record retention policy, assigned to you by the Asite System Administrator.
Privilege for deleting records, assigned to you by the Asite System Administrator.
Your registered organisation on Asite must match the owner organisation of the project containing the required records for applying the record retention rule.
Below are the steps to add a new record retention rule:
1. Click the 'Record Retention Policy' option from the 'Admin' tab.
2. Click the 'Add Rule' option from the 'Retention Policy' tab.
3. A layered screen appears. Next, you can provide the necessary details to create a record retention rule.
Below is a description of the available fields:
Rule Name - A rule name is automatically generated. Click the
(pencil) icon to edit the rule name if required.Policy Type - Select a policy type, 'Default' or 'Project Specific'.
Selecting 'Default' means the rule being created will apply to any of the projects for which:Your organisation is defined as the owner organisation &
A specific record retention policy is not defined.
Selecting 'Project Specific' means that the rule being created will apply only to a project you specifically choose from a dropdown list of projects accessible to you.
Select Project - Select a project in which the rule being created is to be applied.
This field will only be visible if the 'Project Specific' option is selected under 'Policy Type'.
Select Object - Select the objects to which the rule being created is to be applied. The current checkbox options are 'Projects', 'Files', and 'Forms'.
Projects Rule: In this section, you can define the rules based on which the selected project (according to the policy type) has to be deleted.
As explained above, this section will only be visible if the 'Projects' option is selected under the 'Select Object' field.
When status is - Select a status based on which the rule has to be applied. The currently dropdown options are 'Closed' and 'Archived'.
Selection Activity - Select the activity to be performed on the chosen project (based on the policy type). The current dropdown option is 'Delete'.
Duration (in days, months, or years) - Define a duration after which the selected activity needs to be performed, once the status of the selected project (as per policy type) matches the status chosen in the 'When status is' field.
Select Recipients - Select single or multiple recipients who must be notified before the selected activity is performed.
Select time duration to receive email notification before specific activity (in days, months, or years) - Define a duration before which an email notification must be sent to selected recipients once the status of the selected project (as per policy type) matches the status chosen in the 'When status is' field.
Files Rule: Under this section, you can define the rules based on which files from selected folders in a project (as per policy type) are to be deleted.
As explained above, this section will only be visible if the 'Files' option is selected under the 'Select Object' field.
Select Folder - From the selected project, select all or specific folders to which the rule is to be applied.
This field will only be visible if the policy type is 'Project Specific'.Selection Activity - Choose the activity to be performed on the selected project (based on the policy type). The current dropdown option is 'Delete'.
Duration (in days, months, or years) - Define a duration after which the selected activity must be performed.
Select Recipients - Select single or multiple recipients who must be notified before the selected activity is performed.
Select time duration to receive email notification before specific activity (in days, months, or years) - Specify a timeframe within which an email notification must be sent to the chosen recipients.
If you need to define different file rules for folders in the selected project (as per policy type), click on the + icon at the bottom right and repeat the steps for creating a file rule (as mentioned above), by selecting a different folder each time.
Forms Rule: Under this section, you can define the rules based on which forms of the selected type in a project (as per policy type) are to be deleted.
As explained above, this section will only be visible if the 'Forms' option is selected under the 'Select Object' field.
Select Form - From the selected project, select all forms or forms of only a specific type on which the rule has to be applied.
This field will only be visible if the policy type is 'Project Specific'.Selection Activity - Select an activity to be performed on the selected project (based on the policy type). The current dropdown option is 'Delete'.
Duration (in days, months, or years) - Define a duration after which the selected activity must be performed.
Select Recipients - Select single or multiple recipients who must be notified before the selected activity is performed.
Select time duration to receive email notification before specific activity (in days, months, or years) - Specify a timeframe within which an email notification must be sent to the chosen recipients.
If you need to define different file rules for types of forms in the selected project (based on the policy type), click on the + icon at the bottom right and repeat the steps for creating a form rule (as mentioned above), by selecting a different form type each time.
4. Click 'Create' to add the record retention rule.
Next Article: View Retention Records