Creating deletion schedules for custom object records

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Create deletion schedules for custom object records to manage data retention
and comply with regulations. You can set up to 10 schedules per object,
with one active at a time, or more with an add-on. Use condition statements
to specify criteria like "Last updated" or custom fields for record deletion.
This helps automate data management and ensures compliance with retention
policies.




Data retention policies are critical when
managing data storage
in your account and complying with
industry regulations about the retention of certain data types. Custom
object record
deletion schedules allow admins and
agents in custom roles
with permission to create data
retention policies for custom data in your Zendesk account.


For example, you can create custom object record deletion schedules such
as the
following:


Delete temporary order records 30 days after a ticket associated
with the order
is solved.


Delete product registration records or service orders older than
3 years.


Delete denied loan applications after 180 days to comply with
data retention
policies.




This article contains the following topics:


Creating a deletion schedule for a custom object's records


Building condition statements for custom object record deletion schedules




Related articles:


Managing deletion schedules





Creating a deletion schedule for a custom object's records


Admins and
agents in custom roles
with permission can
create up to 10 deletion schedules per custom object, but only one
of the deletion
schedules can be active at a time. If you have the
Advanced Data Privacy and Protection add-on,
you can
activate up to 10 custom object deletion schedules per object.


To create a custom object record deletion schedule



In Admin Center, click
Account in the sidebar, then select Security > Deletion schedules.


Click Create deletion schedule
and then select the name of your custom
object that you want to create a deletion schedule for.

If you already have 10
deletion schedules created for that object, a message appears
notifying you
that you’ve reached your limit. You must delete a schedule
before you can
create a new one.



Enter the Schedule name.

Use a consistent naming convention to help you
recognize similar types of deletion schedules.



(Optional) Enter a Description
for your deletion schedule.


For Category, indicate when to
delete records based on when the record
was Last updated. This field is
required.


Click Add condition to add an additional
All condition for
deleting the records, based on other properties of the record.

If you have the
Advanced Data Privacy and Protection
add-on,
you can add deletion criteria that meet All
or
Any conditions. There is no limit to
the number of conditions you
can add.



Select a Category,
Operator, and
Value for each
condition.

The operator determines the relationship between the category
and the value. For example, if you select the operator
Is, your
category must equal the value.






(Optional) After conditions are added, click
Preview to preview an
approximate number of records that match and will be deleted
when the schedule
is active.

Note: Admins will see all a complete list of records that match and will be deleted. However, because of custom object permissions, agents in custom roles to see the number of that object's records they have access to that will be deleted, which might differ from the admin's preview.



Click Create.

Your new deletion schedule is added to the end of the
list as an inactive schedule.



Activate
the deletion schedule.






Building condition statements for custom object record deletion schedules



Condition statements consist of categories, field operators, and
condition values,
which vary depending on the category selected. Condition statements
are essentially
"if" statements that delete custom object records meeting the specified
criteria.


The table below lists the categories available for building condition
statements for
custom object record deletion schedules.





Table 1. Custom object record deletion schedule categories







Category
Description




Last updated

Deletes records based on when they were last
updated. At
least one Last updated condition is required.



Created at
Deletes records based on when they were created.


Custom fields
Deletes records based on custom field values.







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