File retention helps you automatically delete files stored in your File Exchange domains. It is particularly useful when you frequently upload or download data and want to ensure that you are not keeping this information longer than necessary. This setting only affects the File Exchange. It does not remove or change user profiles or LMS training records.
How file retention works
You can set a default retention period that applies across all File Exchange domains, or configure different retention periods for individual domains.
Visual indicators help you track upcoming deletions:
An exclamation mark appears on files that will be deleted the next day
A clock icon appears on files scheduled for deletion within the next 30 days
These indicators make it easier to monitor and manage your stored files.
The file retention period is set during onboarding. By default, files are retained for three months.
Setting a retention period
You can manage file retention settings within the Management Console.
Go to Management Console and select File exchange from the right-hand menu
Select File retention
Choose a default retention period for all domains
Use the Add domain dropdown to select a specific domain and set an individual retention period
Select Save to apply your changes and return to the File exchange file list
Removing a retention period
If you want to remove the retention setting for a domain:
Select the dustbin icon next to the domain name
Select Save to update your configuration
Once removed, the domain will no longer be controlled by a retention rule unless you add a new one.
Conclusion
You now know how to set and manage file retention rules for your File Exchange domains. If you need further help or think your permissions may be incorrect, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].