Creating Retention Policies

The Retention Policy object contains the policy details. The policy specifications are contained in an XML format and maintained using a Visualforce page. The policy header information is maintained using a standard Salesforce page. For details on the Retention Policy XML schema, refer to Retention Policy Schema.

A Retention Policy contains several fields (see table), which store information about the policy specifications to support agreements and business objects.


Field Name	Description	Values/Notes
Policy Name	Policy name	Required – user entered
Description	Description of the policy	Optional
Business Object	Indicates the business object governed by the policy	Required – Apttus__APTS_Agreement__c
Policy Spec	The policy specification	Maintained by a VF page
Sequence	The policy sequence	Required
Active	Indicates whether the policy is active	Inactive policies are ignored. This is selected by default

The policy specification is maintained using a Visualforce page. The policy header fields such as Name, Description, Sequence, Active indicator and so on, can be maintained using a standard Salesforce page.

Creating a Retention Policy


User Permissions Needed
To create and edit retention policies	Retention Policy: Create, Edit.
To create and edit retention policies	Agreement: Edit.

To create a retention policy

Click Retention Policies > New.
Enter details in one or more required fields and click Save. Optionally, you can click Save & New to save and create a new retention policy.
1. Name: Policy for NDA, CDA contracts
2. Sequence: 2
3. Business Object: APTS_Agreement__c
A retention policy is created and added to the Recent Retention Policies list.

Editing a Retention Policy

A retention policy must have been already created.

To edit a retention policy

Click Retention Policies and select the policy to edit by clicking on the policy name link.
To edit the retention policy specifications, click Edit Spec in the policy detail page to open the Edit Policy Specification page.
In the Filter section, select the following options.
1. From the Field drop-down, select a field, select an operator, and enter a value for the field.
2. (Optional) If required, add more filters.
3. (Optional) Click Add Row to add more rows.
4. Click Advanced Options to add advanced filter conditions. For example, (1 OR 2) AND 3 AND NOT 4.
In the Rule section, select the following options.
1. Select the Retain Forever checkbox to retain the agreements matching the filter criteria forever. When you select the checkbox other options in the Rule section are not visible.
2. In the Period field, enter the number of years. You can also select Days or Months according to your requirement.
3. In the After Date drop-down, select a date after which the retention period starts.
Click Ok.

Note: The RetentionPolicyEdit Visualforce page enables the filter creation and a rule according to the Retention Policy Schema.

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Creating Retention Policies

Creating a Retention Policy

Editing a Retention Policy

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