Purge Policies
Define data removal policies for archived records in the Archive app. Purge policies override the original data retention expiration set at the time of archiving. When designated to do so, purge policies permanently delete data.
Required Editions
| User Permissions Needed | |
|---|---|
| To manage purge policies: | Archive Purge Policy |
You can schedule purge policies to run manually or at regular intervals. You can watch purge policy activities and download a CSV file with a list of records that have been purged from the Activity log.
To configure permissions for purge policies:
- To open the Setup menu, click the Setup gear icon.
-
In the Quick Find box, type and select Permission Sets
from the results.
Alternatively, click the arrow icon next to Users and select Permission Sets.
- Assign the Archive Purge Policy permission set.
- Save your work.
Warning Exercise caution when granting purge policy permissions. Purging
records is permanent, and purged data can't be retrieved.
Create a Purge Policy
Create and run a purge policy, and use the Estimate tool.
- Go to the Policies tab.
- Select New.
- Select Purge Archived Data.
-
In the purge policy form, provide this information.
Field Description Policy Name Recognizable name for the purge policy. For example, Inactive Cases Opened 2 Years Ago. Description Purpose of the purge policy. Enabled Activates the purge policy.
Configure Purge Policy Query Conditions
- From the Archive Root Object dropdown menu, select an object to be purged.
- From the Field dropdown menu, select an option.
- Select an operator, such as equals, less than, and greater than, that defines the condition.
- Optionally, add the Date Category to refine your query further.
- Enter or Select a Value: The values available depend on your selected operator.
-
Optionally, you can add, reset, or delete query conditions.
Query Condition Description +Add Condition Adds another query condition and repeats the previous steps. Delete Removes any query condition. Reset Clears all query conditions and starts over. - To review and confirm the purge action, save your work.
Note We recommend setting at least one condition. Saving a purge query without a
condition removes all archived records of that object type.
Important Considerations
- Purging targets the root object and removes all archived related child records.
- Records under legal hold can't be purged.
- Numbers are treated as text. You can only select the
equal tooperator for them. - It can take up to 24 hours to see newly added fields.
- If you select multiple conditions, only records that meet all conditions are purged.
- A scheduled purge policy with zero results doesn't appear in the Activities Log.
- Purge is restricted to 1,000,000 records per day.
Estimate a Purge Policy
The Estimate feature provides insight into the records scheduled for purging according to the next purge policy process.
- Go to the Policies tab.
- Select a purge policy.
-
Click Estimate.
The estimate process begins, and you're redirected to the Policies table.
- After the estimate process completes, go to the Activities tab.
- To review all records to be purged with the purge policy, click the Download Execution Details file.
Did this article solve your issue?
Let us know so we can improve!
