Creation date of content is
11th September 2019
| | | | |Auto Delete rule of 1 month from creation date is
11th October 2019
|Smart Reminder set to 7 days before file deletion date
4th October 2019
| + 1 | **5th October 2019** | #### Reminder Notification In-App File deletion reminder aggregates the count of all the files that will be auto-deleted in 60/30/7 days into 1 reminder to avoid spamming users with a reminder for each file.  Every network/team admin and network user can edit their reminder for upcoming content deletions like they can for other reminders. #### Reminder Notification Over Email File deletion reminder aggregates the count of all the files that will be auto-deleted in 60/30/7 days into 1 email notification to avoid spamming users with a reminder for each file.  {% hint style="info" %} By default, the system sends an email notification to a user's primary email address. {% endhint %} ## FAQs ### How can network admins edit the smart reminders for File Retention? By default, network admins and team admins would receive a reminder notification 60 days prior to the set auto-deletion date for the project/group/department/opportunity and network drive files via Smart Reminders. Every network admin can edit the Calendar Reminder for the automatically set auto-delete reminders. Also, admins can configure up to 3 Smart Reminders for 60/30/7 days for File Retention. To edit the Smart Reminder: 1. Hover over the
(**Settings**) button to display the drop-down list, and then click **Change My Settings**.
2. Click the **Smart Reminders** tab.
3. For the File Retention Smart Reminder settings,
1. Mark the checkbox to enable/disable the smart reminders for file retention.
2. Select the days for which the automatic reminders will be set in the *Days* drop-down.
3. Select the time to receive the reminder for the file retention set in the *Time* drop-down. *The timezone is as per the user's 'Locale' settings.*
4. Click the **Save Settings** button.
{% hint style="info" %}
Changes made to the *Smart Reminder* settings will be effective on all new file retention items in the future at an individual-level only.
{% endhint %}
### I had configured Smart Reminders for File Retention but did not receive any reminders/notification, why?
The system sends a reminder/notification only **if there is a window of opportunity** for the reminder to be sent to the admin based on the Data Retention settings.
For example,
* Current File Retention settings in Admin Portal are as follows:
* **Data Retention > Retention Settings > *****From creation date*** **AND**
* **Retention Settings > Files > Delete > *****Auto Delete after 1 day***
* Smart Reminder settings for File Retention are as follows:
* **Remind me *****7 days***** before the file will be deleted. Remind me at *****11:00 AM***** (IST)**
You created/uploaded a file *(sample.txt)* in a team on 10th September 2019. As per the above settings, *sample.txt* will be auto-deleted and moved to the system Trash Can on 11th September 2019. Now since, the system does not have a window of opportunity, no reminder/notification is sent to the admins and the file is directly soft-deleted.
### What are the window of opportunities for Smart Reminders of File Retention?
The following table describes the window of opportunities for Smart Reminders of File Retention:
| Retention Settings | Window of opportunity |
| ------------------------------------- | ---------------------------- |
| Auto Delete after 1 day
| None | | Auto Delete after 7 days | None | | Auto Delete after 1 month | 7 days prior to delete | | Auto Delete after 3 months | 60/30/7 days prior to delete | | Auto Delete after 6 months | 60/30/7 days prior to delete | | Auto Delete after 1 year | 60/30/7 days prior to delete | | Auto Delete after 3 years | 60/30/7 days prior to delete | | Auto Delete after 5 years | 60/30/7 days prior to delete | | Auto Delete after 7 years | 60/30/7 days prior to delete | | Auto Delete after 10 years | 60/30/7 days prior to delete | ### What happens to the groups and departments synced using AD/LDAP? The archival and delete rules configured in MangoApps do **NOT** apply to groups and departments synced using AD/LDAP. AD/LDAP is considered the master source and MangoApps remains in sync with AD/LDAP server it is configured with. ### When the archive/delete rules are changed, do they become effective immediately? Yes, the auto-archival and auto-delete rules once saved become effective **immediately** on the all existing and new content. {% hint style="danger" %} Take extra caution before you make a change to your Retention Settings. {% endhint %} ### Are existing files affected by the changes to the Retention Settings? Yes, the Retention Settings are applied to all existing and future files created/uploaded on the domain. For example, a user created/uploaded a file *(sample.txt)* in a team on 10th August 2019 and the archive/delete rules are set to ***Never Archive/Delete (Until creator/admin deletes it)***. Now, a network admin changes the Data Retention settings on 10th September 2019: * Current File Retention settings in Admin Portal are as follows: * **Data Retention > Retention Settings > *****From creation date*** **AND** * **Retention Settings > Files > Delete > *****Auto Delete after 1 month*** * Smart Reminder settings for File Retention are as follows: * **Remind me *****7 days***** before the file will be deleted. Remind me at *****11:00 AM***** (IST)** As per the above settings, *sample.txt* was to be auto-deleted and moved to the system Trash Can on 9th September 2019. Now since, the system does not have a window of opportunity, no reminder/notification is sent to the admins and the file is directly soft-deleted. ### We have multiple admins. How do I know who last made a change to the Retention Settings? All Retention Settings changes are logged in the *Audit Log* with the name of the admin who made the change, what was the change and the time the change was made. ### Can guest users set/edit Smart Reminders for File Retention? No, guest users **CANNOT** set/edit smart reminders for File Retention since the option is not available to them. Only network admins, team admins and network users can. ### Do guest users receive an email notification for the file deletions? No, guest users do NOT receive any email notification for upcoming content deletions. ### What is the typical retention life cycle for projects, groups, departments and opportunities?  **Did this article help? Your feedback adds value when we shape up the help articles. Hit the smiley**
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