Data retention
This topic explains how long Tungsten AP Essentials stores your data.
Account information
When an account is deleted, all associated settings, users, documents (including storage documents), and master data are simultaneously deleted. You cannot recover an account or its data after it has been deleted.
Documents
Document information is stored only on AP Essentials servers. While you can view documents in your web browser when logged in, no documents or related data are stored locally in the browser.
The amount of time documents remain available in AP Essentials depends on whether you use Storage services.
- Exported and Deleted documents that are not in storage are automatically deleted from Tungsten AP Essentials after three months. For exported documents, the entire batch must be successfully processed before deletion can occur.
- Documents that are not in storage and are still in the system, but have not been fully processed, are automatically deleted one year after the last user interaction.
- Copies of documents in storage remain indefinitely unless you manually delete them, discontinue the Storage service, or delete the customer account.
| Storage service | Document status | Expiration (deleted) |
|---|---|---|
| No | Exported, Deleted |
3 months after export/deletion After three months, the document is deleted from the system without warning. |
| No | In progress (all statuses except Exported) |
One year after the last user interaction After one year, the document is deleted from the system without warning. |
| Yes | Exported | Never. Documents remain in the system until you manually delete them, discontinue the Storage service, or delete the customer account. Deleting a buyer does not remove documents from storage. |
Analytics reports
The retention period for Analytics reports varies for each report.
| Category | Report | Metric / Record | Retention period |
|---|---|---|---|
| Workload | Overview | In-progress documents | Data remains as long as the documents are in progress. |
| Accrual | In-progress documents | ||
| Pending user action | In-progress documents | ||
| On hold | In-progress documents | ||
| Workflow queue | In-progress documents | ||
| By due date | Invoice due | ||
| By user | In-progress documents | ||
| Rejected | Reject codes | ||
| Request for information | Request For Information | ||
| Volume | Overview |
Successfully processed Deleted |
2 years |
| Billing |
Deleted Successfully processed Added to Storage Storage total |
Current year and the previous year | |
| By organization | Successfully processed | 2 years | |
| By user | Volumes - By user | 2 years | |
| By sender | Volumes - Successfully processed | 2 years | |
| Annual comparison | Volumes - Successfully processed | Current year and the previous 3 years | |
| Document processing | Document processing | Retained indefinitely | |
| Performance | Total process time | Volumes - Successfully processed | 2 years |
| Process time by sender | Volumes - Successfully processed | 2 years | |
| Total verification time by user | Verification duration | 2 years | |
| Verification time by sender | Verification duration | 2 years | |
| Verification velocity | Verification duration | 2 years | |
| Verification touch rate | Volumes - Successfully processed | 2 years | |
| Supplier identification | Document extraction | 6 months | |
| Buyer classification | Document extraction | ||
| Field extraction | Field extraction |
Incoming email
AP Essentials accepts documents for processing via the Email input service. Incoming email is stored for three months.
Outgoing email
AP Essentials sends email notifications to users. For example, emails from the Notification service and approval notifications from the Workflow service. Outgoing email messages are immediately deleted from the mail server after the email is sent.
Audit trail
These logs are kept as long as the account exists:
- Organizations (created, updated, deleted, activated, deactivated)
- Service plan information (all changes)
- User, user groups, identity providers (created, updated, deleted)
- Services (all changes including services added, deleted, updated)
- Resources (all changes including added, deleted, set to trusted)
- Authentication (successful and failed attempts)
To keep data manageable and relevant, all other audit trail entries not mentioned in the list above are retained for one year from the time of creation.