Step 2: Creating Data Retention Rule

To create a Data Retention Rule user needs to go to the Implement tab.

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  • User can click on the “Add” button to navigate to the Data Retention Wizard.
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  • This will open the Welcome wizard page of Data Retention.
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  • Click on the “Next” button.

Here users will see some fields that need to be filled, the significance of each field is given below.

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  • Select Object – In the “Select Object” field, select the object for which the user wants to perform data retention.
  • Description- In the “Description” field users can add any description related to the process, this is an optional field.
  • Where Clause – The “Where Clause” field allows users to filter the records for de-identification dynamically and also on the basis of cross object values. 
  • Process After(Days) -This will trigger the Retention/RTBF process on the mentioned day. If the user keeps it blank then 0 days will be considered, so that Processing Date will be considered as today’s date on PrivSec Request Record.
  •  Delete After(Days) – This will trigger Deletion Batch to delete all the records which are De-identified. If the user keeps this field blank then no deletion date will be considered on the PrivSec Request record and the records will remain in the org even after the De-identification process.
  • Purge After(Days) –  This will trigger Purge Records Batch to delete all the Associated Records corresponding to De-identified records. If the user keeps this field blank then no purge date will be considered on the PrivSec Request record and the associated records will remain in the org even after the De-identification process is completed.
  • Record Limit- This will divide the PrivSec Request record as per the Record Limit mentioned. For eg if the record Limit = 20. As per the Retention Rule, qualified Contacts are = 100. Then 5 PrivSec Request records will be created to avoid Record Locking issues.
  • Batch Size- This decides how many records will be processed in a single batch. For Example, If Batch Size is 2000, then 2000 records will be processed in a single batch.                                                             
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When the User puts the criteria as ‘Ready_for_Retention__c = true’  in the ‘Where Clause’ as shown in the above image, the retention batch will fetch only those records whose ‘Ready for Retention’ checkbox on the “Account” object record is ‘checked’ and will process records accordingly.

If the Account object has some child objects and the user needs to de-identify the records of child objects too, then the user can add that object into the ‘RTBF/De-identification mapping’.So it will pick and process the records as per the De-identification Mapping structure.

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  • Click on the Next button to navigate to Step 2.
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  • In “De-identification Mapping” select the mapping of the choice. This mapping is defined under the RTBF/ De-identification section of the Implement Tab.
  • In “Schedule”, users can schedule a Data Retention process either as daily, weekly, or monthly.
  • In the “Time” frame users can provide the time at which the process can be scheduled for execution.
  • Click on the “Save” button.
  • Sample Data Retention mapping will be as follows –
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  • Users can see the list of scheduled Data Retention processes.
  • Click on the drop-down button if the user wants to “Edit”, “Change Owner”, or “Delete” the process that has been defined.
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  • If a user wants to Activate and run the batch on the same instance then Click on the “Data Retention Name” field which will redirect the user to the detail page of specific Data Retention mapping where the user will find the “Activate” Button When the user clicks on the ‘Activate’ Button of the specific data retention record the retention process will be Activated and the Active flag turns Red into Green. Now the user Activates as well as deactivates the retention rule.
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