Custom retention policy
What is this capability?
The custom retention policy capability enables administrators to define how long workflow data is retained for individual workflows in the ION system. This provides granular control over data management so that information is preserved or deleted in accordance with organizational or regulatory requirements.
Why and where should it be used?
Use custom retention policies when the default retention period does not align with the legal, regulatory, or business needs of a workflow. This capability is relevant in environments where different workflows have different requirements for how long their data must be retained.
Who should use it?
System administrators or users with appropriate privileges who are responsible for workflow configuration and data governance should use this capability.
How is it implemented?
To modify the default retention policy by implementing a custom retention policy for a workflow:
- Open the workflow model and go to the Retention Policy tab in Workflow Model Properties.
- Specify the retention period for the workflow. Ensure that the period does not exceed the duration allowed in your license agreement.
- Click to apply the policy to the selected workflow.
All newly created and completed workflow data is purged according to the retention policy. A workflow is completed when its status is Canceled, Completed, or Failed. Historical workflow data remains unchanged until October 2026.
License applicability
The default retention policy applies to all non-production tenants starting October 2025 and to production tenants starting October 2026, as specified by the license.
Updates to the license do not impact existing or previously configured retention policies.