Last updated
MangoApps Administrators Guide
Last updated
Network administrators can define how long projects, groups, and departments within the domain remain active. By default, these entities remain active indefinitely until manually archived or deleted by their respective administrators.
However, to comply with regulatory and compliance requirements, network admins can set up automatic archival and deletion rules in the Retention Settings.
Retention Settings allow admins to configure rules based on either the creation time or last updated time of a project, group, or department.
Navigate to Admin Portal > Compliance > Data Retention > Apply Retention Settings.
Select one of the following options:
From Creation Date: Retention rules apply based on the date the entity was created.
From Last Updated/Activity Date (default option): Retention rules apply based on the last recorded activity or update.
Choose the appropriate retention period and save the settings.
MangoApps provides 10 time-based options ranging from 1 day to 10 years for setting up archival and deletion periods.
Projects (Private, Public, and Unlisted)
Archive: Select an auto-archival rule.
Delete: Select an auto-delete rule.
Groups (Private, Public, and Unlisted)
Archive: Select an auto-archival rule.
Delete: Select an auto-delete rule.
Departments (Private and Public)
Archive: Select an auto-archival rule.
Delete: Select an auto-delete rule.
Admins can restore settings to default using the Restore to Defaults button.
Soft-Deleted Data: Once soft-deleted, data is no longer available via APIs or data export.
Trash Can Preservation: Auto-deleted data moves to the Trash Can and remains there until the Trash Can Preservation Limit is reached, after which it is permanently deleted and cannot be restored.
By default, network and team admins receive a reminder notification 60 days prior to a scheduled deletion date for projects, groups, departments, opportunities, and network drive files.
A new filter, Files Pending Auto Delete, appears on the Files module page, listing all files up for auto-deletion within 60 days. The file details page will also display an Auto Delete On field.
Depending on the user role:
Network admins: See all files pending auto-deletion.
Team admins: See files pending auto-deletion for teams they administer.
Network users: See pending deletions for their My Drive.
The system sets a Smart Reminder 60/30/7 days before auto-deletion.
Network and team admins can edit their reminders in Settings > Smart Reminders.
Reminders are aggregated to avoid spam—users receive a single notification instead of multiple reminders per file.
In-App & Email Notifications
In-app notifications aggregate file deletion counts at 60/30/7 days.
Email notifications are sent to the primary email address associated with the user.
To edit Smart Reminders:
Go to Settings > Smart Reminders.
Enable/disable Smart Reminders for file retention.
Choose the days and time for notifications.
Save the settings.
Changes to retention settings apply immediately to both existing and new files.
All retention setting changes are logged in the Audit Log, capturing details of the admin who made the change.
Guest users cannot configure Smart Reminders but may receive email notifications for file deletions.
AD/LDAP-Synced Groups and Departments: Archival and delete rules do not apply to groups and departments synced using AD/LDAP, as MangoApps remains in sync with the AD/LDAP server.
Configuring the domain-wide data retention settings
