Difference between revisions of "Data Retention Policy Automation"
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==Data Retention Settings== | ==Data Retention Settings== | ||
| − | + | ||
| − | The | + | 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 | + | |
| − | + | This setting deletes client records after a given number of months without invoice or transaction history. This setting defaults to ''Never''. | |
| − | To enable this, | + | |
| − | + | <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. | |
| − | * | + | </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>. |
| − | * | + | |
| − | + | When you enable it, the system performs the '''Data Retention Pruning''' task daily and will remove clients that meet the following conditions: | |
| − | + | ||
| − | + | * A status of [[Automation_Settings#Client_Status_Update|'''Inactive''' or '''Closed''']]. | |
| − | The | + | * 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. | ||
| + | |||
| + | 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. | ||
| + | |||
| + | The system can automatically change the client status. Use the '''[[Automation_Settings#Client_Status_Update|Client Status Update]]''' setting to control this. | ||
| + | </onlyinclude> | ||
Revision as of 21:58, 20 November 2020
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 () > System Settings > Automation Settings (Setup > Automation Settings in WHMCS 7.10 and earlier).
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.
Paid Invoices and Transactions
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.
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 0.
When you enable it, the system performs the Data Retention Pruning task daily and will remove clients that meet the following conditions:
- A status of Inactive or Closed.
- 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.
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.
The system can automatically change the client status. Use the Client Status Update setting to control this.