As an organisation administrator, you can configure rules for retaining the records related to your registered organisation, which includes projects (default or project specific) where your organisation is defined as owner organisation, as well as its files and forms, as per policy configuration. Accordingly:
All existing and new records matching the selected configuration get permanently deleted automatically as per the activity defined in set schedule.
An email notification is sent for files deleted or to be deleted.
You will have access to view history of records deleted or to be deleted.
Pre-requisites:
Privilege for managing record retention policy, assigned to you by Asite System Administrator.
Privilege for deleting records, assigned to you by Asite System Administrator.
Your registered organisation on Asite must match with the owner organisation of the project containing the required records for applying record retention rule.
Below are the steps to add a new record retention rule:
1. From the 'Admin' tab, click on 'Record Retention Policy'.
2. From the 'Retention Policy' tab, click on 'Add Rule'.
3. A layered screen appears. Fill in the required details.
Below is a description of the available fields:
Rule Name - A rule name is automatically generated. Click on
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 be applicable 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 be applicable only to a project that you specifically select 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 on which the rule being created is to be applied. Available checkbox options currently are 'Projects', 'Files', 'Forms'.
Projects Rule: Under this section, you are able to define the rules based on which selected project (as per policy type) is to be deleted.
This section will only be visible if the 'Projects' option is selected under 'Select Object' field as explained above.
When status is - Select a status based on which rule is to be applied. Available dropdown options currently are 'Closed', 'Archived'.
Selection Activity - Select an activity which is to be performed on selected project (as per policy type). Available dropdown option currently is 'Delete'.
Duration (in days, months, or years) - Define a duration after which the selected activity needs to be performed, once the status of selected project (as per policy type) matches the status selected in 'When status is' field.
Select Recipients - Select single or multiple recipients who need to 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 needs to be sent to selected recipients, once the status of selected project (as per policy type) matches the status selected in 'When status is' field.
Files Rule: Under this section, you are able to define the rules based on which files from selected folders in a project (as per policy type) are to be deleted.
This section will only be visible if the 'Files' option is selected under 'Select Object' field as explained above.
Select Folder - Select all folders or specific folders from selected project, on which rule is to be applied.
This field will only be visible if policy type is 'Project Specific'.Selection Activity - Select an activity which is to be performed on selected project (as per policy type). Available dropdown option currently is 'Delete'.
Duration (in days, months, or years) - Define a duration after which the selected activity needs to be performed.
Select Recipients - Select single or multiple recipients who need to 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 needs to be sent to selected recipients.
In case you need to define different file rules for different folders in the selected project (as per policy type), click on the + icon at bottom right and repeat the steps as mentioned above for creating a file rule, by selecting a different folder each time.
Forms Rule: Under this section, you are able to define the rules based on which forms of selected type in a project (as per policy type) are to be deleted.
This section will only be visible if the 'Forms' option is selected under 'Select Object' field as explained above.
Select Form - Select all forms or forms of only specific type from selected project, on which rule is to be applied.
This field will only be visible if policy type is 'Project Specific'.Selection Activity - Select an activity which is to be performed on selected project (as per policy type). Available dropdown option currently is 'Delete'.
Duration (in days, months, or years) - Define a duration after which the selected activity needs to be performed.
Select Recipients - Select single or multiple recipients who need to 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 needs to be sent to selected recipients.
In case you need to define different file rules for different types of forms in the selected project (as per policy type), click on the + icon at bottom right and repeat the steps as mentioned above for creating a form rule, by selecting a diffrent form type each time.
4. Once done, click 'Create' to completing adding the record retention rule.
Next Article: View Retention Records