Edit a retention policy

You can edit Connected retention policies to reflect new corporate retention requirements. Editing a policy lets you change current retention values within the defined limits listed on the policy's Edit Policy page. After editing a policy, you can either publish it or save it as a draft. Updated policies take effect only after you publish them.

Revised user or device grace periods do not affect items currently pending delete. Similarly, changes to data retention values do not impact active instances of the data retention process. However, the retention process uses the updated values the next time it runs.

Before you begin

To edit a retention policy

1. Click the POLICIES tab, and then select a retention policy.

   If you have too many policies to easily find a particular one, you can search for it by name. See how.

   To search for a policy, do the following:

   1. Click find a policy, and then enter any portion of the policy's name. The search is case insensitive.

      You can also use wildcard characters in your search criteria. More information.

      • To match zero or more characters, enter an asterisk (*).

        For example, sales* matches Sales, Sales1, and Sales-West. *sales matches Presales.

      • To match a single character, enter a question mark (?).

        For example, Sales-?? matches Sales-NW but not Sales-W.

      As you type, the list updates to display the policies that match your text.

   2. To clear the search and redisplay all policies, click .

2. Click EDIT AS DRAFT ().

   NOTE: If you select a published policy that has a draft, the application opens it for editing. To edit the published policy, you must first discard the draft. To do so, select the policy from the policy list, and then click DISCARD DRAFT ().

3. Change the policy name or description, if necessary. Valid inputs are any letter, number, underscore, and space.

4. In the Apply to list, specify the level at which the policy applies. See how.

   • If you are a customer-level administrator, apply the policy to either the entire company or to only a subset of groups. To apply the policy to a group, in the Apply to list, click The following group(s).

   • If you are a partner administrator, you can apply the policy to either all the companies or a subset of companies.

     To apply the policy to all the companies, in the Apply to list, click All Companies. To apply the policy to specific Company(s), in the Apply to list, click The Following Company(s).

   • If you are a group-level administrator, apply the policy to one or more groups for which you have administrative control.

   To apply the policy to multiple groups, add each group one at a time.

5. Set the following retention values:

   • Recent versions from the past X days. Number of file versions to retain, starting at the time retention runs and looking back a maximum number of calendar days equal to Daily versions to retain.

     For example, suppose you set this value to 10 and Daily versions to retain to 20. Connected keeps up to the first 10 versions it finds, starting when retention runs the current day and looking back a maximum of 20 calendar days.

   • Daily versions to retain. Number of calendar days to retain the last file version of the day (if one exists), not including the day that retention runs.

     For example, if set to 20, Connected keeps the last version of the day, if one exists, for the past 20 days, not including the day that retention runs.

   • User deletion grace period. Number of days to retains deleted users, including their devices and data, before permanently deleting them. Maximum: 180 days.

   • Device deletion grace period. Number of days to retain deleted devices and their data before permanently deleting them. Maximum: 180 days or the value of User deletion grace period, whichever is smaller.

   • Send device deletion notification. Indicates whether Connected sends an email to users when you delete their device. By default, Connected does not send notification.

   NOTE: Changing the user or device deletion grace period does not impact deleted items currently in their grace period.

6. To save the policy, click one of the following:

   • SAVE & PUBLISH. Saves your changes and immediately activates the policy.
   • SAVE. Saves your changes as a draft version of the policy and does not activate it. The active version of the policy remains in effect.