The Retention policies will be executed as per the scheduled details mentioned in the Data Retention Policy.
If a user wants to run the batch user can click on the ‘Run Now’ button. This Run Now button will be available on the Record Detail page of the Data Retention policy. When the user clicks on the ‘Run Now’ Button of the specific data retention record the retention process will be initiated irrespective of the scheduling time
When the Retention Policy is executed, it will pick up the records which satisfy the filter criteria /where clause mentioned in the retention policy.
For eg, The where clause “Ready_for_retention__c = true” is satisfied for the eight records, then a privsec request for retention will be created as shown below
User can see the details of the Data retention privsec request record by clicking on the record link.
After clicking on the PrivSec Request user will see Associated records with the status.
Associated Records – This section contains the Data Subject Record Id of a parent as well as associated records along with the details like Status, Action, Object Name, etc.
The status of PrivSec Request of Data Retention is dependent upon the Dates entered by the user.
The few date fields are available in the section named ‘Retention Rule Details’ on the PrivSec Request
Requested Date- The date on which PrivSec Request is created.
Planned Processing Date – The date on which the records are eligible to be processed. If the date is equal to or lesser than “TODAY”, the records will be processed immediately.
Note: Planned Processing Date should always be lesser than Planned Deletion Date and Planned Associated Records Purge Date.
Planned Deletion Date-
The date on which the Data Subject Record Ids are eligible to be deleted. If the date is blank no records will be deleted. If the date is equal to or lesser than ‘TODAY’, the records will be deleted immediately.
Note: Planned Deletion Date cannot be lesser than Planned Processing Date and greater than Planned Associated Records Purge Date.
Planned Associated Records Purge Date-Date on which this request and all the related records are eligible to be purged. If the date is blank no records will be purged. If the date is equal to or less than ‘TODAY’, the records will be purged only when the purge batch is executed.
Note- Planned Associated Records Purge Date cannot be lesser than Planned Processing Date and Planned Deletion Date.
Batch Size- This defines the number of records that should be processed in a single batch.
If the user has entered future dates for Delete After or Purge After then the Status on the Associated Records as well as on the Status Field will be In-Progress and will change to Processed on the Deletion Date and Purge Date after deletion of records.
And if the user has not entered any date for Planned Deletion Date or Planned Associated Records Purge Date or entered Today’s Date then the status will be ‘Processed’ on both the Associated Records and Status Field.