Difference between revisions of "Data Retention Policy Automation"
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<onlyinclude>===Automatically Delete Inactive Clients=== | <onlyinclude>===Automatically Delete Inactive Clients=== | ||
| − | This setting allows you to configure client records to be automatically deleted after a given number of months | + | This setting allows you to configure client records to be automatically deleted after a given number of months without invoice or transaction history. This setting defaults to ''off''. |
To enable this, you must select the radio option for removing clients automatically and specify a number of months that is greater than 0. | To enable this, you must select the radio option for removing clients automatically and specify a number of months that is greater than 0. | ||
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When you enable it, the system performs the Data Retention Pruning task daily and will remove clients that meet the following conditions: | When you enable it, the system performs the Data Retention Pruning task daily and will remove clients that meet the following conditions: | ||
| − | * Are in a status of [[Automation_Settings#Client_Status_Update|Inactive or Closed]] | + | * Are in a status of [[Automation_Settings#Client_Status_Update|Inactive or Closed]]. |
| − | * Have no invoices that have been marked paid within the | + | * Have no invoices that have been marked paid within the number of months you specify. |
| − | * Have no transactions that have been entered or applied within the | + | * Have no transactions that have been entered or applied within the number of months you specify. |
| − | * Is an affiliate with a balance greater than 0 or has made a referral within the specified retention period | + | * Is an affiliate with a balance greater than 0 or has made a referral within the specified retention period. |
| − | <div class="docs-alert-warning">'''Important Note:''' | + | <div class="docs-alert-warning">'''Important Note:''' 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> |
| − | The client status can be changed automatically by the system. This is controlled by | + | The client status can be changed automatically by the system. This is controlled by '''[[Automation_Settings#Client_Status_Update|Client Status Update]]''' in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Automation Settings'''.</onlyinclude> |
Revision as of 13:32, 4 August 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 new Data Retention Settings can be found in Setup > Automation Settings located in a new section of the same name.
Automatically Delete Inactive Clients
This setting allows you to configure client records to be automatically deleted after a given number of months without invoice or transaction history. This setting defaults to off.
To enable this, you must select the radio option for removing clients automatically 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:
- Are in a status of Inactive or Closed.
- Have no invoices that have been marked paid within the number of months you specify.
- Have no transactions that have been entered or applied within the number of months you specify.
- Is an affiliate with a balance greater than 0 or has made a referral within the specified retention period.
The client status can be changed automatically by the system. This is controlled by Client Status Update in Configuration () > System Settings > Automation Settings.