InfinityOne provides an easy mechanism for users to share files of almost any kind between one or more other collaborators by allowing uploading of files to Direct or Group Message channels. However, the relevancy of uploaded files can change over time, and amount of space required to store the files accumulated over time can require significant amounts of storage space when creating backups. InfinityOne has implemented a global Retention Policy for administrators to be able to manage the InfinityOne storage utilization. It is also possible to allow one or more user accounts to have permissions to clean up messages on an regular or an ad-hoc basis as well.
- Global Retention Policy (Automatic)
- Room Retention Policy (Automatic)
- Clean Up Messages (Ad-hoc)
Adjusting the Retention Policy settings improperly can result in the loss of all message history for the entire InfinityOne server. E-MetroTel advises reading this entire section before enabling the functionality and performing a complete backup of the InfinityOne server before enabling the functionality.
Global Retention Policy
The first step is to enable the Retention Policy feature and set the default values for all Channels, Groups and Chats.
- Log into InfinityOne as an Administrator (or an account with permission [edit-privileged-setting])
- Click on the settings icon
on the top right corner and select Administration. - From the Administration navigation panel, select Retention Policy.
| Field | Description |
|---|---|
| Enabled | Toggle ON to enable the retention policy feature. |
Applies to Channels Max Age Channels | Toggle ON for the Global retention policy to apply to channels. The maximum age of messages (in Days) within channels before they are deleted. |
Applies to Groups Max Age Groups | Toggle ON for the Global retention policy to apply to groups. The maximum age of messages (in Days) within groups before they are deleted. |
Applies to DMSs Max Age DMs | Toggle ON for the Global retention policy to apply to direct messages (chats). The maximum age of messages (in Days) within direct messages before they are deleted. |
To make advanced refinements in the Retention Policy, click to expand the Advanced section.
| Field | Descrition |
|---|---|
| Precision | This is used to adjust the frequency of the clean up activity. Default is Once a day. |
| Content Type to Delete | Select what to delete:
The default type is Messages. |
| Exclude Pinned Messages | Toggle ON to prevent messages that have been pinned from being deleted. |
| Advanced Precision | Toggle ON to delete the files associated with aged messages, not the message itself. |
Room Retention Policy
- Log into InfinityOne as an Administrator or with an account with [edit-room-retention-policy] permission.
- Click on Chat, Channels or Groups on the left application panel.
- Select the desired room where you have the [edit-room-retention-policy] permission.
- Click on the Info icon
, the Room Info panel will be displayed. Click on the Edit button.
- In the Edit Room panel, scroll down and click to expand the Clean Up section.
- Click on the value to get a drop-down list to select from: Default, Enabled, Disabled.
- Select Default to use the global settings.
Select Disabled to disable the feature for this room.
Select Enabled to open up another section where you can overwrite the global settings for this room only.
- When set to Enabled, you can configure the following:
- Maximum message age in days of a message or file (attachment) after which the entire message or the file will automatically be deleted.
- To only delete files while retaining the actual message, toggle on Clean up files only, keep messages.
- To ensure that messages that are pinned by someone are not deleted, toggle on Exclude Pinned Messages.
Clean up Messages
Unlike the Global Retention policy and the Room Retention Policy which automatically remove messages or files based on a preset age threshold, Clean up Messages provides a privilege that can be assigned to one or more roles to allow messages and files to be deleted immediately if they meet the conditions the user has entered at that time.
The ability for users with specific roles to access this feature is based on the [clean-channel-history] permission.
For example, you may assign this permission to the Owner and/or Moderator role so they can perform the clean up activity when needed.
- Click on the 3 dots icon and select Clean up Messages.
- There are several options to filter the messages you want deleted:
- Date and Time range
- Users
- Do not delete pinned messages
- Only delete the attached files, keep messages
Date and Time range
You may add a date and time to either the Older Than or the Newer Than field or to both. If you use both then the Newer Than entry must be earlier than the Older Than date.
Selecting the Inclusive checkbox will clean up files all messages that land on the exact start/end times you have specified in the date fields
Users
You may also type in one or more user names in the Only clean up content from these users field to limit the scope of the clean up activity to the selected users only.
Other Options
Selecting the Do not clean up pinned messages checkbox will not delete pinned messages.
Selecting the Only remove the attached files, keep messages checkbox removes files but not the messages themselves.
Applying the Clean up
- As you make changes the panel will update with a count of how many messages will be affected by this action.
- Once you have established all the desired criteria, press the red CLEAN UP button. (cannot be undone)
- You will be prompted to confirm before proceeding.
Click Yes, clean them! or Cancel.
