› System › System settings › Database, retention and reporting › Retention policy › Configure the retention policy

Configure the retention policy

Configure the retention policy to remove the artifacts and automatically assist in minimizing the database size.

In an on-premise multi-tenant environment, the version based retention, time based retention, general document retention, and retention process execution settings are not available in the TotalAgility Designer (System setting > Reporting Server). These settings are available on the "Create Tenant" page of the Kofax TotalAgility Tenant Management System. See the Kofax TotalAgility Tenant Management System Help for more information.
  1. Navigate to System > System settings > Database, retention and reporting > Retention policy.
    The Retention policy dialog box is displayed.
  2. By default, the Version tab is open, and the last 10 versions of Forms, Processes, Business rules, Classification groups, Extraction groups, Folder types, Document/Activity variants, Data models, Packages, Test suites, and Quick Apps are retained. To configure Version based retention, do the following:

    • To configure the number of versions you want to retain for an item, make sure Custom is selected for the item and select the number of versions, such as Last 8 Versions. (Default: Last 10 Versions, Minimum: Last 1 Version)

      The latest eight versions of the selected item are retained.

    • To configure all versions for an item, select All.

  3. To configure the Time based retention period for Internal users, External users, Audit log entries, and KCM packs, do the following on the Time tab:

    • By default, Custom is selected for the item, such as KCM packs. Select the number of years, months, and days as required. See the following default values for the items:

      • Internal users: (Default: 1 Year, 0 Months, 0 Days, and Minimum: 1 Day)
      • External users: (Default: 0 Years, 6 Months, 0 Days, and Minimum: 1 Day)
      • Audit log entries: (Default: 0 Years, 1 Month, 0 Days, and Minimum: 1 Day)
      • KCM Packs: (Default: 0 Years, 1 Month, 0 Days, and Minimum: 1 Day)

    • To retain an item permanently, select Indefinitely.

  4. To configure the document retention period, do the following on the Document tab:

    • By default, Custom is selected for Retain documents. Select the number of years, months, and days to retain the document. (Default: 0 Year, 6 Months, 0 Days, and Minimum: 1 Day)

      1. To define the retention period for a specific document type, under Specific document type retention, click .

        The Add document type retention policy pop-up appears.

      2. On the Document type list, select a document type.

        By default, Custom is selected and the document type is retained for 6 months. (Default: 0 Year, 6 Months, 0 Days, and Minimum: 1 Day)

      3. Set the retention mode for the document type From either of the following:

        • Date document last accessed: The document type is retained based on the date the document was last accessed.

        • Date document marked as finished: The document type is retained based on the date the document is marked as finished.

          Ensure that documents are marked as finished if the retention mode for that document type is based on the "Finished at" timestamp. If these documents are not marked as finished. then they are not picked up by the retention policy and are not deleted from the database.

    • To retain all the documents permanently, select Indefinitely.

  5. To define the retention process execution:
    1. Click the Execution tab.
    2. Under Retention process execution, select the Retention chunk size (default: 250) and Maximum jobs that can be deleted per retention task execution. (Default: 250 for documents and 1000 for jobs).
  6. Click Save.

    The configured settings are saved.