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Creating a Data Lifecycle Policy for a standard object
Answer ID 10538   |   Last Review Date 11/15/2019

How do I create a Data Lifecycle Policy for a standard object? 

Environment:

Data Lifecycle Policy, Purging and Archiving incidents

Browser User Interface (BUI), Oracle Service Cloud (OSvC)

Resolution:

This answer provides specific details for creating a policy for a standard object within Data Lifecycle Policies in the Browser UI.

The standard objects are: 
Transactions
Incidents
Contacts

In order to enter an "If" condition in the new policy you have to start with a Filter Template. If none exist for the tile (object) you select, then you won't be able to create a policy for that object, unless that object has a custom object associated with it.

Let's start off by looking at the Incident object just as an example, as this one has a couple default filter templates. The following standard indexes on Incident object are available to use while creating Data Lifecycle Policies:

  • Interface, Status, Closed
  • Status, Closed
You can see how these match up to the incidents table by looking at the data dictionary. The indexes there include these two. Keep in mind that even though there are other indexes for the incidents table, these are the only two used for standard filter templates.

Now, back to BUI (Browser UI), start off by creating an Incident Data Lifecycle Policy, just so I can show you how these two filter templates will appear.

  1. From the Data Lifecycle Policy screen, click Incidents tile.
  2. You'll see the default Incident policies listed there and any you may have created in the past. Click Add New
  3. Name the policy (required).
  4. Select a filter template link and then type "Interface" or "Status" in the search field and hit enter. You can also search by the first letter, i.e. "i" for  "interface". If you have created a custom object (attribute) under the Incident object (with Object Designer) then you may have other indexes you can search on. If so, then you can search on the description of the index for that object
    1. If you are using the Contacts object, either a standard filter template or a Contact custom object needs to exist. Currently, there are no existing standard Contact indexes, thus you would need a Contact custom object and then a filter would exist for the index used on that Contact custom object. To determine whether Contact has a custom object associated with it, look under Object Designer -> OracleServiceCoud -> Contact -> Fields. 
    2. If you are using the Transactions object, you'll have the option to either choose Incident Transactions or Contact Transactions. There are default policies listed under each one. 
  5. Once you've selected a filter template, you'll see the template in the condition (IF) section. 
    1. For each field, select an expression, for example, equals.
    2. For each field, select a value for the expression, for example, Solved.
    3. Edit or remove conditions as necessary. (See Rules for Creating Custom Data Lifecycle Policies for rules on creating policies.)
  6. Click THEN (or the arrow next to it) to expand the action section.
  7. Select an action from the drop-down menu.
  8. You can search for actions if there are many choices.
  9. Click the Enabled check box to enable the policy. A warning appears: "Enabling this policy will result in deletion of data from the database. Please ensure the policy is set up correctly." 
  10. When ready to save the new policy, click Save. The new policy is then validated.
  11. If you receive the following error message, click OK and then revise the policy. (See Rules for Creating Custom Data Lifecycle Policies for rules on creating policies.)
  • "An error has occurred while saving the workgroup"

You have now created a new data lifecycle policy for a standard object. 

Note: custom policies are not supported for the transaction object. In some cases even if an object does not support custom policies you are allowed to extend the function of the out of the box policy. While the filters cannot be changed to increase the data set, they can further restrict the data set.
For example: The standard transaction object will remove edit transactions older than 6 months. This filter is fixed so you cannot remove records newer than 6 months however, if your retention policy was one year you could add an additional filter to allow the created date to be older than 6 months and older than 1 year. 
 
If you would like to create a policy for a custom (non-standard) object, view the following link for the steps provided in the user guide: 

For an overview of the Data Lifecycle Management framework, see 

To setup access to Data Lifecycle Management: 




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