Auto-delete system

Enable Auto-delete feature allows you to activate the automatic deletion of records (process workflows) from a specific workflow based on the number of months after creation.

This feature may be useful to manage legal obligations and manage used space in your database.

 ATTENTION  This is a permanent deletion of registries, it is not possible to recover after performing this action. This operation only applies to the Workflows Module (does not affect the Documents Module).

 PERMISSIONS  Only AGIR Administrators can perform this configuration. 

There are 2 steps to enable this feature:

• Selection and configuration of Workflow - AGIR CONFIG
• Setting the frequency for deletion - AGIR SERVER 

Let's begin with the first one :) 

Selection and configuration of workflow - AGIR CONFIG

1. Click on your user name and go to Agir Config. 

2. Go to the Workflows tab and choose the option Workflows from the list below. 

3. Select the workflow in which you desire to activate this function. Check the Enable Auto-delete option. 

4. Two confirmations are required to perform this action since it is a permanent and unrecoverable deletion of registries. 

5. After double-confirming this action, define the number of months after which the registry should be deleted (in the example below, records will be deleted after 22 months from the creation date). 

Click Save to confirm these settings. 

 NOTE  Optionally, we can define the records that should NOT be deleted (exceptions). Follow to steps below to know how.

1. At the Workflows tab, click on Auto-Delete System. 

2. A list of selected registries to be deleted in the next cycle is displayed. To set up an exception, click on the checkbox of each record, then click Close. 

By clicking the checkbox, a success message will pop up at the top right side of your screen.

 TIP  By clicking on Logs, you can check the LOGs of the eliminated registries (this doesn't allow you to recover them). You also can see the registries that will be maintained in AGIR by clicking on Show/hide registry (exceptions).

You can also flag a record as permanent (not liable to automatic deletion). 

1. To do so, access the registry by clicking on the icon as the image shows. 

2. Go to Properties. 

3. Select the option Do not automatically delete

Now, it's time to configure the frequency at which this function should be activated :) 

Setting the frequency for deletion - AGIR SERVER 

1. Click on your user name, a go-to Agir Server. 

2. Click on New Task at the top right side of your screen. 

3. Describe the task (free text), select the Automatically delete registries type, and choose the date and hour of this next function activation. 

In the field Frequency, select the periodicity (cycle) that the function should be activated. For example, if you choose annual, the function will be activated on the defined date/time and the next activation will take place 1 year after.

 TIP  Preferably, define longer periods (monthly, triennial, biennal, annual,...) and non-business hours, to avoid overloading the server during working hours.