Cleanup and retention

Cleanup and retention#

Two settings decide what a workspace keeps, and they do different things: one stops what comes in, and the other frees what is already there.

Takes

5 minutes

For

the person who runs this workspace

Irreversible

only the delete step

The difference#

A cap refuses new uploads once the workspace is full, and everything already there stays readable. A retention rule does the opposite: it frees space by taking old files out of the calculation, and the files are deleted only after a window you choose.

Set a rule#

1. Open the workspace's storage, from its own settings.
2. Choose how long a file must have gone untouched: 90 days, 180, or your own number. Untouched means nobody opened it, not that it is old.
3. Run the dry run. It counts what the rule would free before anything moves.
4. Turn the rule on once that number looks right.

What happens, in order#

A rule works in three steps, and only in this order. It exports what it takes, it archives it so the workspace stops counting it, and it deletes only after the window you set. A rule that cannot export stops there and deletes nothing.

Keeping no copy#

Some teams want the space and do not need the files. That is a choice of its own. It asks once, and it is written down with the name of whoever made it. The window still runs, so there is one way back and it is the one you set.

A cap or a rule never stops reading or search. What a rule takes stops being findable, so run the dry run first.