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Retention Policies

A retention policy blocks permanent deletion of content for a specified amount of time. Admins can create retention policies and then later assign them to specific folders or their entire enterprise. To use this feature, you must have the manage retention policies scope enabled for your API key via your application management console.

Create Retention Policy

To create a new retention policy, call the retentionPolicies.create(name, type, action, options, callback) method.

client.retentionPolicies.create(
	'Tax Documents',
	client.retentionPolicies.policyTypes.INDEFINITE,
	client.retentionPolicies.dispositionActions.REMOVE_RETENTION)
).then(policy => {
	/* policy -> {
		type: 'retention_policy',
		id: '123456789',
		policy_name: 'Tax Documents',
		policy_type: 'indefinite',
		retention_length: 'indefinite',
		disposition_action: 'remove_retention',
		can_owner_extend_retention: false,
		status: 'active',
		are_owners_notified: true,
		custom_notification_recipients: []
		assignment_counts: { enterprise: 0, folder: 1, metadata_template: 0 },
		created_by:
		{ type: 'user',
			id: '11111',
			name: 'Example User',
			login: '[email protected]' },
		created_at: '2015-05-01T11:12:54-07:00',
		modified_at: '2015-06-08T11:11:50-07:00' }
	*/
});

Get Retention Policy

To retrieve information about a specific retention policy, call the retentionPolicies.get(policyID, options, callback) method.

client.retentionPolicies.get('123456789').then((policy) => {
	/* policy -> {
			type: 'retention_policy',
			id: '123456789',
			policy_name: 'Tax Documents',
			policy_type: 'indefinite',
			retention_length: 'indefinite',
			disposition_action: 'remove_retention',
			can_owner_extend_retention: false,
			status: 'active',
			are_owners_notified: true,
			custom_notification_recipients: []
			assignment_counts: { enterprise: 0, folder: 1, metadata_template: 0 },
			created_by:
			{ type: 'user',
				id: '11111',
				name: 'Example User',
				login: '[email protected]' },
			created_at: '2015-05-01T11:12:54-07:00',
			modified_at: '2015-06-08T11:11:50-07:00' }
		*/
});

Update Retention Policy

To update or modify an existing retention policy, call the retentionPolicies.update(policyID, updates, callback) method where updates is the set of key-value pairs to be updated on the policy object.

client.retentionPolicies
	.update('123456789', { status: 'retired' })
	.then((policy) => {
		/* policy -> {
			type: 'retention_policy',
			id: '123456789',
			policy_name: 'Tax Documents',
			policy_type: 'indefinite',
			retention_length: 'indefinite',
			disposition_action: 'remove_retention',
			can_owner_extend_retention: false,
			status: 'retired',
			are_owners_notified: true,
			custom_notification_recipients: []
			assignment_counts: { enterprise: 0, folder: 1, metadata_template: 0 },
			created_by:
			{ type: 'user',
				id: '11111',
				name: 'Example User',
				login: '[email protected]' },
			created_at: '2015-05-01T11:12:54-07:00',
			modified_at: '2015-06-08T11:11:50-07:00' }
		*/
	});

Get Enterprise Retention Policies

To retrieve all of the retention policies for the given enterprise, call the retentionPolicies.getAll(options, callback) method.

client.retentionPolicies.getAll({ policy_name: 'Tax' }).then((policies) => {
	/* policies -> {
			entries:
			[ { type: 'retention_policy',
				id: '123456789',
				name: 'Tax Documents' } ],
			limit: 100,
			next_marker: 'someMarkerString' }
		*/
});

Get Retention Policy Assignments

To get a list of all retention policy assignments associated with a specified retention policy, call the retentionPolicies.getAssignments(policyID, options, callback) method.

client.retentionPolicies
	.getAssignments('123456789', { type: 'folder' })
	.then((assignments) => {
		/* assignments -> {
			entries: [ { type: 'retention_policy_assignment', id: '12345678' } ],
			limit: 100,
			next_marker: 'someMarkerString' }
		*/
	});

Assign Retention Policy

To assign a retention policy, call the retentionPolicies.assign(policyID, assignType, assignID, callback) method. If assigning to an enterprise, no assignID should be provided.

client.retentionPolicies
	.assign('11111', 'folder', '22222')
	.then((assignment) => {
		/* assignment -> {
			type: 'retention_policy_assignment',
			id: '12345',
			retention_policy:
			{ type: 'retention_policy',
				id: '11111',
				policy_name: 'Tax Documents' },
			assigned_to: { type: 'folder', id: '22222' },
			assigned_by:
			{ type: 'user',
				id: '33333',
				name: 'Example User',
				login: '[email protected]' },
			assigned_at: '2015-07-20T14:28:09-07:00' }
		*/
	});
client.retentionPolicies.assign('98726345', 'enterprise', null, callback);

You can also assign a retention policy to a metadata template, with optional field filters. This will attach the retention policy to any items that have the specified metadata template applied. If the filter_fields option is provided, the retention policy will only apply to items with the specified value in the metadata field.

Note: Currently, only one filter field can be specified, and only enum metadata fields are supported at this time.

var policyID = '1234';
// metadata template is specified by ID
var metadataTemplate = 'cff6f515-5a92-4dca-b4b3-e401ef97cf76';
var options = {
	filter_fields: [
		{
			// fields and enum values are specified by ID
			field: '7475b170-3d5e-4dec-b617-9cfd35ae1ecd',
			value: '59157d60-6fec-419c-b0cc-506391ff51b8',
		},
	],
};
client.retentionPolicies
	.assign(
		policyID,
		client.retentionPolicies.assignmentTypes.METADATA,
		metadataTemplate,
		options
	)
	.then((assignment) => {
		/* assignment -> {
			type: 'retention_policy_assignment',
			id: '12345',
			retention_policy:
			{ type: 'retention_policy',
				id: '11111',
				policy_name: 'Tax Documents' },
			assigned_to: { type: 'metadata_template', id: 'cff6f515-5a92-4dca-b4b3-e401ef97cf76' },
			filter_fields: [
				{ field: '7475b170-3d5e-4dec-b617-9cfd35ae1ecd',
					value: '59157d60-6fec-419c-b0cc-506391ff51b8' } ]
			assigned_by:
			{ type: 'user',
				id: '33333',
				name: 'Example User',
				login: '[email protected]' },
			assigned_at: '2015-07-20T14:28:09-07:00' }
		*/
	});

Get Retention Policy Assignment

To retrieve information about a retention policy assignment, call the retentionPolicies.getAssignment(assignmentID, options, callback) method.

client.retentionPolicies.getAssignment('12345').then((assignment) => {
	/* assignment -> {
			type: 'retention_policy_assignment',
			id: '12345',
			retention_policy:
			{ type: 'retention_policy',
				id: '11111',
				policy_name: 'Tax Documents' },
			assigned_to: { type: 'folder', id: '22222' },
			assigned_by:
			{ type: 'user',
				id: '33333',
				name: 'Example User',
				login: '[email protected]' },
			assigned_at: '2015-07-20T14:28:09-07:00' }
		*/
});

Get File Version Retention

A file version retention is a record for a retained file version. To get information for a specific file version retention record, call the retentionPolicies.getFileVersionRetention(retentionID, options, callback) method.

client.retentionPolicies.getFileVersionRetention('55555').then((retention) => {
	/* retention -> {
			type: 'file_version_retention',
			id: '55555',
			applied_at: '2015-08-06T22:02:24-07:00',
			disposition_at: '2016-08-06T21:45:28-07:00',
			winning_retention_policy:
			{ type: 'retention_policy',
				id: '11111',
				policy_name: 'Tax Documents' },
			file_version:
			{ type: 'file_version',
				id: '44444',
				sha1: '4262d6250b0e6f440dca43a2337bd4621bad9136' },
			file: { type: 'file', id: '33333', etag: '2' } }
		*/
});

Get File Version Retentions

To retrieve a list of all file version retentions for the given enterprise or to filter for some category of file version retention records, call the retentionPolicies.getAllFileVersionRetentions(options, callback) method. Optional filters are passed via the options parameter.

// Get only the retention records set to delete items before a certain date
var options = {
	disposition_action:
		client.retentionPolicies.dispositionActions.PERMANENTLY_DELETE,
	disposition_before: '2038-01-01T12:34:56-08:00',
};
client.retentionPolicies
	.getAllFileVersionRetentions(options)
	.then((retentions) => {
		/* retentions -> {
			entries:
			[ { type: 'file_version_retention', id: '112725' },
				{ type: 'file_version_retention', id: '112729' },
				{ type: 'file_version_retention', id: '112733' } ],
			limit: 100,
			order: [ { by: 'file_version_id', direction: 'ASC' } ] }
		*/
	});

Get Files Under Retention For Assignment

To retrieve information about files under retention, call the retentionPolicies.getFilesUnderRetentionForAssignment(assignmentID, options, callback) method.

client.retentionPolicies
	.getFilesUnderRetentionForAssignment('12345')
	.then((files) => {
		/* files -> {
			entries:
			[ {
				id: 12345,
				etag: 1,
				type: 'file',
				sequence_id: 3,
				name: 'Contract.pdf',
				sha1: '85136C79CBF9FE36BB9D05D0639C70C265C18D37',
				file_version: {
					id: 123456,
					type: 'file_version',
					sha1: '134b65991ed521fcfe4724b7d814ab8ded5185dc',
				},
				applied_at: '2012-12-12T10:53:43-08:00' } ],
			limit: 1000,
			marker: 'some marker' }
		*/
	});

Get File Versions Under Retention For Assignment

To retrieve information about files under retention, call the retentionPolicies.getFileVersionUnderRetentionForAssignment(assignmentID, options, callback) method.

client.retentionPolicies
	.getFilesVersionUnderRetentionForAssignment('12345')
	.then((fileVersions) => {
		/* fileVersions -> {
			entries:
			[ {
				id: 123456,
				etag: 1,
				type: 'file_version',
				sequence_id: 3,
				name: 'Contract.pdf',
				sha1: '85136C79CBF9FE36BB9D05D0639C70C265C18D37',
				file_version: {
					id: 1234567,
					type: 'file_version',
					sha1: '134b65991ed521fcfe4724b7d814ab8ded5185dc',
				},
				applied_at: '2012-12-12T10:53:43-08:00' } ],
			limit: 1000,
			marker: 'some marker' }
		*/
	});