New document retention configurations were introduced in Kofax TotalAgility (KTA) 7.8+.
How do they work?
Instead of the previous blanket retention period for all documents, you can now choose to have custom retention periods for different document types. Additionally, you can also specify the retention period based on the date the document was last accessed or the date the document was marked as finished.
What about document hierarchies?
Let's say we have a document structure like below:
And the document retention is configured like:
Then when the retention policy runs it will mark all 'Parent1', 'Child1' and 'Grandchild1' documents that were last accessed > 5 days ago for deletion
So to summarise, the child documents inherit the parent documents retention settings unless the child documents have their own custom retention period defined.
What about the RootDocumentType?
Similar to above, if we choose to enable custom retention on the 'RootDocumentType' then all of the document types underneath will inherit these retention settings, e.g. 'Parent1', 'Child1', 'Grandchild1' and 'Parent2', 'Child2' and 'Grandchild2', etc.
Level of Complexity
- Deleting is a non-recoverable action.
- Documents are NOT deleted through the job retention policy (deleting a job will NOT delete any documents processed by that job).
- Documents that meet the document retention policy criteria will be deleted regardless of the status of the jobs using them.