Data retention
Admin → Sandbox (saved data) and the conversation retention setting.
What can be kept
Section titled “What can be kept”| Data | Setting | Behaviour |
|---|---|---|
| Conversations and their files | retention_days |
Deleted that many days after the last activity. Empty keeps them. |
| Saved workspace (files of an idle sandbox) | snapshot_days |
0 keeps nothing: an idle sandbox is deleted with its files. |
| Published pages | artifact_days |
How long a published preview stays available. |
Shortest wins
Section titled “Shortest wins”Retention resolves through three levels, and the shortest applies:
organisation (ceiling) → person → conversationYour organisation setting is both the default and the maximum. A person or a conversation may choose shorter, never longer. The platform also has a maximum you cannot exceed.
Why choose short
Section titled “Why choose short”- Minimise exposure. Data that no longer exists cannot be leaked, subpoenaed or mis-shared.
- Meet your own policy. Align with your records schedule and the storage limitation principle.
- Reduce review burden. Fewer stored items mean smaller access reviews.
Why choose long
Section titled “Why choose long”- Teams that return to work over weeks want their workspace back. Pick a few weeks for
snapshot_daysrather than months.
Deletion is real
Section titled “Deletion is real”An hourly job removes expired saved data. Removing a member deletes theirs immediately (see Members). Settings changes are written to the audit log.
What people see
Section titled “What people see”
Examples
Section titled “Examples”A regulated asset manager
Section titled “A regulated asset manager”Situation: The records policy says working files are kept 12 months and nothing is needed after a week of inactivity. Setup: Conversations 365 days, saved workspace 7 days, published pages 14 days. Result: Old workspaces disappear within a week, and the policy matches the setting. Auditors can read your setting and the audit log entry for the change.
Strictest: keep nothing
Section titled “Strictest: keep nothing”Situation: A department handles data that must not be stored.
Setup: Saved workspace set to 0, conversations set to a short period.
Result: When a sandbox goes idle it is deleted with its files. Long jobs have to finish in one sitting.
A project team that works over weeks
Section titled “A project team that works over weeks”Situation: An audit project runs for six weeks. Setup: Workspace 45 days for the project’s organisation setting, and people shorten their own conversations when done. Result: Work resumes where it stopped, with data kept only as long as the project needs.