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Changing Data Hold Settings

Required User Credentials

[Flosum User] - Backup & Archive license with App Settings permissions

Overview

The Data Hold feature lets administrators define rules that prevent specific backed-up and archived records from being permanently deleted, whether by an automated Retention Policy or a manual Purge operation. You apply Data Holds at the object level and can use filters to narrow which records are held. Once an object is under a Data Hold, all current and future backup and archive records that match the hold are protected. This article explains how to add and remove Data Holds.

Data Hold Scope

Data Holds are configured per organization. A hold applies only to objects within the organization you are configuring; it does not protect objects in any other organization.

Data Hold Settings

1

Access Data Hold Settings

Below are instructions for accessing the Data Hold settings for the selected organization and for adding and removing a data hold.

  1. Click Settings from the sidebar menu.

  2. Click the Organization to change the Data Hold for.

  3. Click the Data Hold tab.

2

Add Objects to Data Hold

You can add any backed-up or archived object to a Data Hold, and you can add as many as needed.

  1. Click Add object.

  2. A list of all objects backed up for this organization is displayed.

  3. Search or scroll to find an object.

  4. Click Add for each object you want to add a Data Hold for.

  5. Add as many objects as needed.

  6. Click Apply.

  7. The selected objects will now be displayed in the Data Hold Objects list.

  8. Add more objects by clicking Add object and repeating this process.

3

Add Filters to Objects

You can add filters to objects to limit the Data Hold to only records that match the filter criteria.

  1. Click the Filter button for the object you want to filter.

  2. Click Add filter.

  3. Click the Select field dropdown menu.

  4. Select the object's field to use in this filter.

  5. Click the Select an option dropdown menu.

  6. Select the operation to perform with this filter.

  7. Enter the value to filter with in the textbox.

Multiple Filters

  1. To add another filter, click Add filter.

  2. Complete the filter using the same process as above.

  3. By default, multiple filters are combined with a logical AND. This means all filters must match for the record to pass.

  4. To combine filters using AND, OR, and () operations:

    1. Click the Logic Selection dropdown menu.

    2. Select Custom logic.

    3. Enter your custom logic in the textbox to the right of the dropdown menu.

Apply Filter

  1. Click Apply to save the filter.

4

Save Data Hold

A Data Hold takes effect as soon as you add an object to the Data Hold Objects list. No save button or other action is required, and any filters you apply to objects also take effect immediately. In the screenshot below, both the Contact and Account objects are protected by the Data Hold. The Account object has one filter applied, indicated by the circle showing the number of filters.

5

Remove Data Hold

You can remove a Data Hold from an object. Once the hold is removed, it no longer applies to that object's backed-up and archived data. That data can then be deleted by a manual purge or by a Retention Policy.

  1. Click the Trash Can icon for the object to remove the data hold from.

  2. Click Confirm in the Delete object from data hold confirmation dialog box.

  3. Once the Data Hold is removed, it will no longer apply to the object.

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