This is a feature that lets you set the number of days (or months or years) after which the case files will automatically be moved to the recycle bin.
This setting will apply to all the case files of the company account, regardless of the user who created them. Therefore, with this feature, you can set up account-wide policies for the automatic deletion of all case files in your company account in Penneo. This makes it easier to comply with the legal requirements your company is subject to and your internal security policies.
The automatic deletion will affect case files one by one, based on the moment of their last update:
- Concepts will be auto-deleted based on their creation date or based on the date of their last update
- Finalised case files will be auto-deleted based on their finalisation date or their last update, whichever is later. Restoring deleted case files changes the last update, so they won't be deleted immediately again, even though they are still a subject to auto-deletion. If the auto-deletion is set to 30 days, the restored case files, if not updated anymore, will be auto-deleted again in 30 days after restoring.
- Expired or rejected case files will be auto-deleted based on their last update.
- Pending or scheduled case files will never be auto-deleted.
Even after enabling the Automatic data deletion option, it will still be possible to delete case files manually before the date set for automatic deletion.
Only the administrators of your Penneo company account can enable, disable, or edit the automatic data deletion option.
Users without administrator rights cannot even view the company-wide settings (which apply to all user accounts related to the company account); therefore, administrators must remember to notify users when changing account-wide settings to prevent any issue.
- Click on Configure on the left side menu, and then Company.
- Scroll down to the Data Handling section. Here, you can enable the automatic data deletion option by check-marking it. Right below, you will see the Empty recycle bin automatically option. You can enable this option in the same way (by check-marking the box next to it). Just like the automatic data deletion, the permanent deletion will affect case files one by one - based on the moment of their deletion from the archive and arrival to the recycle bin. Note that both the 'automatic data deletion' option and the 'empty recycle bin automatically' option are company-wide settings. So it's extremely important that you let your users know in case you enable or edit these settings.
- After enabling the automatic data deletion option, you can set the number of days (or months or years) after which the finalised case files will automatically be moved to the recycle bin. If you also enable the Empty recycle bin automatically option, you can set the number of days (or months or years) after which the case files in the recycle bin will be permanently deleted.
In the example below, the finalised case files will be moved to the recycle bin after 1 month (30 days). Then, after another month, they will be permanently removed from the recycle bin.
Note that case files permanently deleted from the recycle bin cannot be restored.