Retention preferences

Retention Preferences configure retention time for system events, emails, shipping and return labels and credit card information before the information is deleted from Order Management. A scheduled Nightly job manages the deletion process.

The following subsections are included:

Note: Default values apply only to new Order Management installations.

System Events

This page allows you to specify how long to retain system events in Order Management. System events are deleted after the specified number of days or events by the scheduled Nightly job.

To specify system event retention, do as follows:

  1. In Order Management Administration: click Settings > Preferences.
  2. On the System Preferences page, click the Retention tab.
  3. Click System Events.
  4. On the System Events page, enter the value for removal of system events as follows:
    • Remove system events after ___ days. The minimum value is 30 days; the default (and maximum) value is 365 days.
    • Remove system events per object at ___ number of events. This changes the maximum number of events per object. The minimum value is 30 events; the default value and maximum value are 256 events.
  5. Click Update.

Emails

This page lets you specify the number of days to retain email body content. Email content is purged based on the number of days since the email was created. After the specified number of days, the body (contents) of the email is deleted from Order Management. Email information, such as Create Date, Subject, or Flags are retained and stored in Order Management.

To specify email body retention, do as follows:

  1. In Order Management Administration: click Settings > Preferences.
  2. On the System Preferences page, click the Retention tab.
  3. Click Emails.
    Note: Email deletion is optional. There is no minimum or maximum number of days.
  4. On the Emails page, select one/both of the following checkboxes. By default, these checkboxes are unchecked. Specify the number of days as follows:
    • Remove email bodies for stock email templates after ___ days. The default value is 30 days.
    • Remove email bodies for custom email templates after ___ days. The default value is 60 days.
  5. Click Update. The scheduled Nightly job performs these deletions.
    Note: When viewing emails, the Resend link is visible but disabled when the email has been deleted. If you hover over the link, the message "Email body no longer available" appears. In Customer Service Center, when viewing emails in the Activity History section of the Order detail page, the same message appears.

Shipping Labels

This page lets you specify how long to retain shipping labels in Order Management. The scheduled Nightly job deletes the shipping labels after the specified number of days.

To specify shipping label retention, do as follows:

  1. In Order Management Administration: click Settings > Preferences.
  2. On the System Preferences page, click the Retention tab.
  3. Click Shipping Labels.
  4. On the Shipping Labels page, enter a value to remove shipping labels. Only one of these options (buttons) can be selected:
    • Remove shipping labels ___ days after being created. The default value is 180 days.
    • Remove shipping labels ___ days after a shipping order is closed. The default value is 180 days.
  5. Click Update.
Note: If you click the Shipping Labels button and don't enter a value, deletion occurs after 180 days (the default). Shipping label deletion is optional.

Return Labels

This page lets you specify how long to retain return labels in Order Management. Return labels are deleted after the specified number of days by the scheduled Nightly job.

To specify return label retention, do as follows:

  1. In Order Management Administration: click Settings > Preferences.
  2. On the System Preferences page, click the Retention tab.
  3. Click Return Labels.
  4. On the Return Label page, enter the value for removal of return labels as follows:
    • Remove return labels ___ days after being created. The default value is 180 days.
  5. Click Update.
Note: If you click the Return Labels button and don't enter a value, deletion occurs after 180 days (the default). Return label deletion is optional.

Credit Cards

This page lets you specify how long to retain credit card information in Order Management. You can configure from 1 through 365 days. The scheduled Nightly job automatically deletes credit card information older than the selected number of days. Once the retention date is selected, credit card details aren't recoverable.
Note: If you attempt to use this credit card number after the maximum retention period, the payment provider transactions can fail. If further activity is required, you can create another payment for new charges on the detail pages in the Administration module. For a refund in Customer Service Center, you can enter a new credit card number.

To specify credit card retention, do as follows:

  1. In Order Management Administration: click Settings > Preferences.
  2. On the System Preferences page, click the Retention tab.
  3. Click Credit Cards.
  4. On the Credit Card page, enter the value for removal of credit card information as follows:
    • Remove credit card information after ___ days. The default is 30 days.
      Note: The default for current customers is 365 days. The default is 30 days for new installations after Order Management Release 19.7.
  5. Click Update.

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