Manage Policies for an Email Studio Data Extension

The change control policy provides more change control for specific data extension. By default, the change control policy is set to allow users to delete, modify, and add more fields as long as their user permissions allows them to make those actions. When Allow users to delete this Data Extension is unchecked, users with data extension delete permission set to allow can’t delete the data extension. When Allow users to modify existing fields in this Data Extension is unchecked, users with data extension update permission set to allow can’t modify the data extension. When Allow users to add more fields to this Data is unchecked, users with data extension update permission set to allow can’t modify the data extension.

Delete Data Extension Permissions: Fields Permissions:

• By checking Allow users to delete this Data Extension, users with delete permission can delete this data extension.
• By unchecking this box, no users are able to delete this data extension.

• By checking Allow users to modify existing fields in this Data Extension, users with update permissions can modify existing fields in this data extension. By unchecking this box, no users can modify existing fields in this data extension.
• By checking Allow users to add additional fields to this Data Extension, users with update permissions can add existing fields in this data extension. By unchecking this box, no users can add existing fields in this data extension.

If you have this feature enabled, the admin user for your account can enable or change the data retention policy for new data extensions. Contact your account administrator if you would like to activate the data retention policy feature. By default, the data extension retention policy deletes unused data extensions 6 months after the retention policy is enabled on the data extension. The deletion process runs most nights. If the process doesn’t complete in one run, the deletion will start where it left off on the next run. Retention settings must be enabled when creating a data extension. You can modify the data retention policy for existing data extension where retention settings were enabled at creation.

Data Retention Options:

• Retention Setting - Select On to ensure that the application deletes all records in the data extension at the same time.
  • Delete:
    • Individual Records - When this option is selected, the data extension is retained but the individual records inside the data extension are deleted.
    • All Records - When this option is selected, the data extension is retained but the records inside the data extension are deleted.
    • All Records and Data Extension - When this option is selected, the entire data extension and the records inside the data extension are deleted.
  • Period:
    • After - Enter the number of days after the data extension was created to wait before deleting.
    • Reset period on import - Check this box to extend the retention date following a new import to the data extension.
    • On - Select a specific date to delete.

This table shows how data retention settings for existing data extensions map to the new data retention policy settings when an account opts into enhanced subscriber features: