Add a Retention Rule

Updated 2 months ago by John Hurley

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To add an retention to a file/folder path, follow the steps below:
  1. Log in to your account using your Username and Password.
  2. Click Automation in the left side menu. 
  3. Click New Rule in the top menu.
  4. Complete Step 1 - Rule Definition. Rule Name: create a name for this alert.
    1. Rule Name: create a name for this rule.
    2. Type of Rule: choose Retention to make a rule for a file or folder path.
  5. Complete Step 2 - Select File or Folder
    1. When Any Path is - Rule will be triggered when any action occurs to a file or in a folder.
    2. When a Specific Path is - Rule will be triggered when an action occurs to a specified file or folder.
    3. Optional Advanced Filtering (check the checkbox to enable):
      1. With tag - Rule will only be triggered on files that have a specific tag.
      2. With attribute name... and value - Rule will only trigger on files that have a specific attribute and value.
      3. You can only use tags or attributes that currently exist on at least one file in the system, or the rule will be considered invalid.
  6. Complete Step 3 - Add Triggers
    1. Event Based
      1. Event Based Rule Options
        1. Read - Rule is triggered when the file or folder is downloaded or previewed.
        2. Copied - Rule is triggered when the file is copied.
    2. Time Based
      1. Time Based Rule Options
        1. Days After File - Select how many days you want the action to trigger
        2. Creation Date - Rule will trigger when the file/folder is created
        3. Last Modified Date - Rule will trigger when the file/folder is modified
  7. Complete Step 4 - Automated Actions
    1. Delete Options (optional) - If selected the rule will apply to all files located within the subfolders in the specified.
    2. Add New Action (optional)
      1. Set an email notification to trigger after rule runs
      2. Click the box below Notify Options - Who? to select a user to alert via email.
        Some users may not receive a notification if they do not have permission to access the path.
      3. Optional: Click the box next to Delay this action? to set how many days/hours/minutes to delay email alerts. 
  8. Click Save Rule


You have now created a retention rule.

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