Overview

Workflow Deletion allows users to automate the deletion of an object, complying with their organization's data retention policy (e.g., an object is deleted after being held for x number of years). The Data Retention Auto-Delete function auto-deletes objects when a given condition is met. Auto-Delete uses scheduled triggers or consumed orchestration events to transition an object to be deleted. Deleting an object does not delete any relationship data.

When an object is deleted, the audit trail is updated to ensure that only records identified being retained for analytics remain and all other audit events are deleted.

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User Account Requirements

The user account used to log into Resolver must have Administrator permission to access the Object Types section.

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Related Information/Setup

Please refer to the Disabling the Auto-Delete Function article, for more information on disabling the auto-delete function.

Please refer to the Enabling Data Retention Analytic Settings article, for more information on configuring data retention settings.

Please refer to the Add Fields to an Object Type article, for more information on adding a field to an object type.

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Navigation

1. From the Home screen, click on the Administration icon.

Administration Icon

2. From the Administration Settings dropdown menu, click the Admin Overview link.

Admin Overview Link

3. From the Admin Overview screen, click the Object Type tile under the Data Model section.

Object Type Tile

4. From the Admin: Object Type screen, enter an object type name in the Search field to narrow the search results.

Search Field

5. Click on an Object Type link.

Object Type Link

6. From the Admin: Edit Object Type screen, click on the Configure Workflow button under the Workflow section.

Configure Workflow Button

Enabling the Auto-Delete Function Using a Scheduled Trigger

1. From the Admin: Edit Workflow screen, click the + Add Trigger link under the workflow state where the data retention trigger will be added.

+ Add Trigger Link

2. From the Add Trigger pop-up, select Timed from the Type dropdown menu.

Type Dropdown Menu

3. Enter a trigger name in the Name field. The Name will appear under the selected workflow state and outlines the trigger's function (e.g., Object Expiration).

Name Field

4. Enter a brief description in the Description field. The Description should outline the trigger's function in further detail.

Description Field

5. (Optional) Select a color from the dropdown Color palette by clicking on a Color Swatch. A colored dot will appear next to the name of the trigger under the selected workflow state.

Color Palette

6. (Optional) Select an icon from the Icon dropdown menu. The Icon will appear next to the name of the trigger under the selected workflow state.

Icon Dropdown Menu

7. Select Scheduled from the Frequency dropdown menu.

Frequency Dropdown Menu

8. Select a date field or formula from the Date Field/Formula dropdown menu (e.g., Expiry Date).

Date Field/Formula Dropdown Menu

9. Click the Create button to add the trigger.

Create Button

10. From the Edit Trigger pop-up, click the + Add Transition link.

+ Add Transition Link

11. Enter a transition name in the Name field. 

Name Field

12. Select an Archived state from the Destination State dropdown menu.

Destination State Dropdown Menu

13. The Auto-Delete toggle switch will appear when an Archived state is selected from the Destination State dropdown menu.

Auto-Delete Toggle Switch

14. Select the Auto-Delete toggle switch to enable the auto-delete function through workflows.

15. A Confirmation screen will appear, read through the warnings on the Confirmation screen and click the Yes button to enable the auto-delete function.

Confirmation Screen

16. The Auto-Delete toggle switch will switch to an active state (blue).

Auto-Delete Toggle Switch - Active

17. The Bypass Required Fields toggle switch will automatically switch to active (blue), to allow objects with missing field to still be deleted as part of the scheduled trigger.

Bypass Required Fields Toggle Switch - Active

18. Click the Create button to add the transition to the scheduled trigger.

Create Button

19. The Edit Trigger pop-up will refresh listing the newly added transition.

Transition

20. When an object is deleted, the audit trail is updated to ensure that only records identified as retainable for analytics remain and all other audit events are deleted.
21. The following occurs in the Audit Trail when an object is deleted:
    • All records are removed except for Create Object records.
    • The deleted object name is redacted.
    • A final Delete Object entry is made with the object name redacted.

Audit Trail Delete Object Entry

22. The following cannot be retained even when using the retain data for analytics function:
    • Description Field
    • Text Fields
    • Multi-Select List Fields
    • URL Attachment Fields
    • Image Fields
    • Comment Fields