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You can use file retention to clean up shares created by the Sendent Outlook Add-in after specific events. These events are defined as follows:

• Expiration of a share: Files are removed after a specified number of days (default is 90 days).
• Cancellation of a share: Files are removed after a specified number of days (default is 30 days).

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

After one of the previously described events, such as manual share cancellation, another tag will be added.

The default rule for a cancelled (removed) share is to delete the folder after 30 days. Once this timeframe has expired, the folder associated with this share will be deleted and can be found in the Nextcloud trash bin.

Here's an example timeline to illustrate the process:

1. Created share 'My_Share' on 01-11-2023.
2. Cancelled share 'My_Share' on 01-11-2023.
3. After 30 days (on 01-10-2023), the folder originally named 'My_Share' is deleted.
4. The folder is now deleted and can only be found in the Nextcloud trash bin.

Installation

Requirements:

• 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 initiate a setup process to configure your Nextcloud instance.

Step 2. Configure workflow for automated tagging.

Step 3. Add retention rules.

Step 4. Configuration finished.

Step 5. {OPTIONAL) Modify retention days.

Under Nextcloud Flow, you have the option to modify the default retention rules we've set.

You can modify the following:

• Behavior for removed shares: This is triggered when a share is manually canceled.
• Behavior for expired shares: This is triggered when a share reaches its expiration date.

If you need other retention rules, you can remove the existing rule (using the trashbin icon) and then select the tag again while setting the appropriate number of days.

Note: We only support the predefined tags: 'retention:removed' and 'retention;expired' (without quotes)

File Retention setting

The trash bin respects the user's quota. By default, it will be cleaned out if it exceeds 50% of the user's quota. Additional rules, such as the frequency of trash bin clean-up, can be configured in the 'config.php' file at the line 'trashbin_retention_obligation' => '25, 30'.

The table below describes how the 'trashbin_retention_obligation' parameter works:

Trashbin Parameter