Data Retention Policy Automation - Revision history

SarahK: Redirected page to Automation Settings#Data Retention Settings

2022-02-07T19:18:58Z

Redirected page to Automation Settings#Data Retention Settings

SarahK: /* Automatically Delete Inactive Clients */

2021-12-17T16:13:05Z

‎Automatically Delete Inactive Clients

AlexN: /* Data Retention Settings */

2021-08-18T10:05:45Z

‎Data Retention Settings

AlexN: /* Automatically Delete Inactive Clients */

2021-08-18T10:02:08Z

‎Automatically Delete Inactive Clients

Joshua: /* Automatically Delete Inactive Clients */

2021-08-10T13:03:36Z

‎Automatically Delete Inactive Clients

SarahK: /* Data Retention Settings */

2020-11-20T21:58:29Z

‎Data Retention Settings

SarahK: /* Automatically Delete Inactive Clients */

2020-08-04T13:32:19Z

‎Automatically Delete Inactive Clients

SarahK: /* Automatically Delete Inactive Clients */

2020-05-04T19:18:27Z

‎Automatically Delete Inactive Clients

John: /* Data Retention Settings */

2019-12-03T22:08:07Z

‎Data Retention Settings

John: /* Automatically Delete Inactive Clients */

2019-08-16T11:35:37Z

‎Automatically Delete Inactive Clients

← Older revision		Revision as of 19:18, 7 February 2022
Line 1:		Line 1:
−	~~<div class="docs-alert-info"><i class="fa fa-question-circle"></i> This page describes a feature available in version 7.5 and above</div>~~	+	#REDIRECT [[Automation_Settings#Data_Retention_Settings]]
−
−	~~__TOC__~~
−
−	The length of time you must keep data for is often governed by the laws and regulations of your local jurisdiction. One thing most jurisdictions share in common however is that you should only keep personal data for as long as is necessary.
−
−	The Data Retention Policy Automation introduced in WHMCS 7.5 allows you to have WHMCS automatically enforce your data retention policy in relation to the length of time you keep your client records for.
−
−	~~==Data Retention Settings==~~
−
−	The data retention settings are in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Automation Settings''' ('''Setup > Automation Settings''' in WHMCS 7.10 and earlier).
−
−	~~<onlyinclude>~~
−	~~===Automatically Delete Inactive Clients===~~
−
−	~~<div class="docs-alert-danger">~~
−	~~<span class="title">Paid Invoices and Transactions</span><br />~~
−	The presence of paid invoices or transactions within the specified period determines whether WHMCS retains client records. If you enable this feature, WHMCS will immediately delete clients who are in the ''Inactive'' or ''Closed'' statuses and have no invoice or transaction history.
−	~~</div>~~
−
−	~~This setting causes the system to perform the '''Data Retention Pruning''' task each day. This will delete client records that meet the following criteria:~~
−
−	* A status of [[Automation_Settings#~~Client_Status_Update\|'''Inactive''' or '''Closed''']].~~
−	* No paid invoices within the specified number of months.
−	* No entered or applied transactions within the specified number of months.
−	* If the client is an affiliate, a commission balance of <tt>0</tt> or no referrals within the specified retention period. <div class="docs-alert-info"><span class="title">Client Status Update</span><br />The system can automatically change the client status. Use the '''[[Automation_Settings#~~Client_Status_Update\|Client Status Update~~]]~~''' setting to control this.</div>~~
−
−	To enable this setting, select '''After no invoice payment has occurred for the inactive or closed client in the following number of months''' and specify a number of months that is greater than <tt>0</tt>. This setting is disabled by default.
−
−	~~<div class="docs-alert-info">~~
−	~~<span class="title">WHMCS 8.3 and earlier</span><br />~~
−	~~In WHMCS 8.3 and earlier, this was the '''After no invoice or transaction activity has occurred for the following number of months''' setting.~~
−	~~</div>~~
−
−	Optionally, you can set '''Delete associated users if the user(s) are not associated with any other client account.''' to '''YES''' to cause the '''Data Retention Pruning''' task to also delete users who are only associated with this client.
−
−	~~</onlyinclude>~~

@@ Line 14: / Line 14: @@
 ===Automatically Delete Inactive Clients===
-This setting deletes client records after a given number of months without invoice or transaction history. This setting defaults to ''Never''.
+<div class="docs-alert-danger">
 <span class="title">Paid Invoices and Transactions</span><br />
-The presence of paid invoices or transactions within the given timeframe defines client records that are kept. Enabling this feature with clients in ''Inactive'' or ''Closed'' that have no invoice or transaction history will result in those clients being deleted immediately.
+The presence of paid invoices or transactions within the specified period determines whether WHMCS retains client records. If you enable this feature, WHMCS will immediately delete clients who are in the ''Inactive'' or ''Closed'' statuses and have no invoice or transaction history.
 </div>
-−
-To enable this, select '''After no invoice or transaction activity has occurred for the following number of months:''' and specify a number of months that is greater than <tt>0</tt>.
+This setting causes the system to perform the '''Data Retention Pruning''' task each day. This will delete client records that meet the following criteria:
-−
 * A status of [[Automation_Settings#Client_Status_Update|'''Inactive''' or '''Closed''']].
-* No invoices that have been marked paid within the number of months you specify.
+* No paid invoices within the specified number of months.
-* No transactions that have been entered or applied within the number of months you specify.
+* No entered or applied transactions within the specified number of months.
-* An affiliate with a balance of 0 or that has '''not''' made a referral within the specified retention period.
+* If the client is an affiliate, a commission balance of <tt>0</tt> or no referrals within the specified retention period. <div class="docs-alert-info"><span class="title">Client Status Update</span><br />The system can automatically change the client status. Use the '''[[Automation_Settings#Client_Status_Update|Client Status Update]]''' setting to control this.</div>
-If you set '''Delete associated users if the user(s) are not associated with any other client account.''' to '''YES''', the '''Data Retention Pruning''' task will also delete users that are only associated with this client.
+<div class="docs-alert-info">
-The system can automatically change the client status. Use the '''[[Automation_Settings#Client_Status_Update|Client Status Update]]''' setting to control this.
+Optionally, you can set '''Delete associated users if the user(s) are not associated with any other client account.''' to '''YES''' to cause the '''Data Retention Pruning''' task to also delete users who are only associated with this client.
 </onlyinclude>

@@ Line 14: / Line 14: @@
 ===Automatically Delete Inactive Clients===
-This setting deletes client records after a given number of months without invoice payment or transaction history. This setting defaults to ''Never''.
+This setting deletes client records after a given number of months without invoice or transaction history. This setting defaults to ''Never''.
 <div class="docs-alert-warning">

@@ Line 14: / Line 14: @@
 ===Automatically Delete Inactive Clients===
-This setting deletes client records after a given number of months without invoice or transaction history. This setting defaults to ''Never''.
+This setting deletes client records after a given number of months without invoice payment or transaction history. This setting defaults to ''Never''.
 <div class="docs-alert-warning">

@@ Line 28: / Line 28: @@
 * No invoices that have been marked paid within the number of months you specify.
 * No transactions that have been entered or applied within the number of months you specify.
-* An affiliate with a balance greater than 0 or that has made a referral within the specified retention period.
+* An affiliate with a balance of 0 or that has '''not''' made a referral within the specified retention period.
 If you set '''Delete associated users if the user(s) are not associated with any other client account.''' to '''YES''', the '''Data Retention Pruning''' task will also delete users that are only associated with this client.

@@ Line 8: / Line 8: @@
 ==Data Retention Settings==
-−
-The new Data Retention Settings can be found in ''Setup > Automation Settings'' located in a new section of the same name.
+The data retention settings are in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Automation Settings''' ('''Setup > Automation Settings''' in WHMCS 7.10 and earlier).
-−
-<onlyinclude>===Automatically Delete Inactive Clients===
+<onlyinclude>
 ===Automatically Delete Inactive Clients===
-This setting allows you to configure client records to be automatically deleted after a given number of months without invoice or transaction history. This setting defaults to ''off''.
+This setting deletes client records after a given number of months without invoice or transaction history. This setting defaults to ''Never''.
-To enable this, you must select the radio option for removing clients automatically and specify a number of months that is greater than 0.
+<div class="docs-alert-warning">
-When you enable it, the system performs the Data Retention Pruning task daily and will remove clients that meet the following conditions:
+<span class="title">Paid Invoices and Transactions</span><br />
+The presence of paid invoices or transactions within the given timeframe defines client records that are kept. Enabling this feature with clients in ''Inactive'' or ''Closed'' that have no invoice or transaction history will result in those clients being deleted immediately.
-* Are in a status of [[Automation_Settings#Client_Status_Update|Inactive or Closed]].
+</div>
-* Have no invoices that have been marked paid within the number of months you specify.
-* Have no transactions that have been entered or applied within the number of months you specify.
+To enable this, select '''After no invoice or transaction activity has occurred for the following number of months:''' and specify a number of months that is greater than <tt>0</tt>.
-* Is an affiliate with a balance greater than 0 or has made a referral within the specified retention period.
+When you enable it, the system performs the '''Data Retention Pruning''' task daily and will remove clients that meet the following conditions:
-<div class="docs-alert-warning">'''Important Note:''' The presence of paid invoices or transactions within the given timeframe defines client records that are kept. Enabling this feature with clients in ''Inactive'' or ''Closed'' that have no invoice or transaction history will result in those clients being deleted immediately.</div>
+* A status of [[Automation_Settings#Client_Status_Update|'''Inactive''' or '''Closed''']].
-The client status can be changed automatically by the system. This is controlled by '''[[Automation_Settings#Client_Status_Update|Client Status Update]]''' in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Automation Settings'''.</onlyinclude>
+* No invoices that have been marked paid within the number of months you specify.

@@ Line 13: / Line 13: @@
 <onlyinclude>===Automatically Delete Inactive Clients===
-Defaults to off.
+This setting allows you to configure client records to be automatically deleted after a given number of months with no invoice or transaction history. This setting defaults to off.
-This setting allows you to configure client records to be automatically deleted after a given number of months with no invoice or transaction history.
+To enable this, you must select the radio option for removing clients automatically and specify a number of months that is greater than 0.
-To enable, you must select the radio option for removing clients automatically and specify a number of months greater than 0.
+When you enable it, the system performs the Data Retention Pruning task daily and will remove clients that meet the following conditions:
 * Are in a status of [[Automation_Settings#Client_Status_Update|Inactive or Closed]]

@@ Line 24: / Line 24: @@
 * Have no invoices that have been marked paid within the given number of months you specify
 * Have no transactions that have been entered or applied within the given number of months you specify
 <div class="docs-alert-warning">'''Important Note:''' It is the presence of paid invoices or transactions within the given timeframe that defines client records which are kept. Enabling this feature with clients in an Inactive or Closed status, that have no invoice or transaction history, will result in those clients being deleted immediately.</div>
 The client status can be changed automatically by the system. This is controlled by the '''Setup > Automation Settings > [[Automation_Settings#Client_Status_Update|Client Status Update''']] setting.