Overview

With file retention it's possible to clean-up shares made by the Sendent Outlook Add-in after certain events happened. These events are defined as following:

  • After expiration of share, remove after X days (90 default).
  • After the cancellation of a share, remove after X days (30 default).


Shares made by the Sendent Outlook Add-in are automatically tagged within Nextcloud.                                                                                        Retention example


After one of the described events as written above occurred, another tag will be added.

(In this case we manually canceled a share)


                                                                                        Retention example

The default rule for a cancelled (removed) share is delete the folder after 30 days. When this timeframe has expired, the folder belonging to this share will be deleted and can be found in the trashbin of Nextcloud.


Example timeline:

1. Create share 'My_Share' (01-05-2021)

2. Cancel share 'My_Share' (01-05-2021)

3. After 30 days (31-05-2021), delete the folder that was originally 'My_Share'. 

4. Folder is now deleted and can only be found in the Nextcloud thrashbin.

Installation
Requirements

Summarized:

  • Nextcloud 21 or higher
  • Sendent Nextcloud app 1.1 or higher
  • Retention 1.1.0 or higher 
  • Files automated tagging 1.11.0 or higher
  • Nextcloud flow


Configuration

Step 1. Click Start assistant. 

We will automatically run a setup to configure your Nextcloud instance.

Retention Assistant


Step 2. Configure workflow for automated tagging.

    Retention Workflow Example

Step 3. Add retention rules.

                                                                                Retention rules example

Step 4. Configuration finished.

                                                                                Configuration finish example

Step 5. Modify retention days (optional).

Under Nextcloud flow you can modify the default retention rules we set. 


You can modify:

  • Behavior for removed shares. This is triggered if manually a share is canceled.
  • Behavior for expired shares. This is triggered if a share expires. 


In case other retention rules are required you may remove the rule (trashbin icon) and select the tag again and set the right amount of days.

Note: We only support the pre-defined tags: 'retention:removed' and 'retention:expired' (without quotes)


File retention Rule example

Additional information regarding trashbin working in Nextcloud

The trashbin respects the user-quota, default it will be cleaned out if it exceeds over 50% of the quota. Further rules e.g. frequency on clean-up of the trashbin can be set in 'config.php' at line trashbin_retention_obligation' => '25, 30'.


Table below describes how the parameter works for trashbin_retention_obligation'. 


  * * ``auto``      
  *     default setting. keeps files and folders in the trash bin for 30 days
  *     and automatically deletes anytime after that if space is needed (note: 
  *     files may not be deleted if space is not needed).
  * * ``D, auto``   
  *     keeps files and folders in the trash bin for D+ days, delete anytime if 
  *     space needed (note: files may not be deleted if space is not needed)
  * * ``auto, D``   
  *     delete all files in the trash bin that are older than D days   
  *     automatically, delete other files anytime if space needed
  * * ``D1, D2``    
  *     keep files and folders in the trash bin for at least D1 days and 
  *     delete when exceeds D2 days
  * * ``disabled``  
  *     trash bin auto clean disabled, files and folders will be kept forever