Document repository retention settings

Document repository retention lets organization admins set how long Intellistack Streamline keeps generated documents before automatic deletion. You choose a retention period once at the organization level under Security. All workflows that store documents inherit that period, and the repository shows an expiration date so you can download or archive files before they are purged.

Who Has Access?

Key Capabilities

• Org-wide retention period. Set one Document repository retention value for the organization. Workflows inherit it automatically; builders do not configure retention per workflow.
• Preset and Custom periods. Choose 30 days, 60 days, 90 days, or 1 year, or enter a Custom number of days (minimum 3). The default remains Forever.
• Expiration date in the Repository. After a workflow completes or fails, stored documents show an Expiration date. A tooltip explains deletion timing relative to workflow completion.
• Recalculation when the period changes. Updating the org period shows a blue Repository banner and recalculates expiration dates for existing documents from each workflow's completion date.
• Opt out with Never. Selecting Never stops storing files from future workflows and deletes all existing Doc Repository documents after you type DELETE to confirm.
• Change notifications and audit. Each retention policy change creates an in-app notification and email (who changed it, when, and the new period). Policy changes are also auto-logged.

How to Configure Document Repository Retention

Open Data retention settings

1. Go to Security.
2. Expand Data retention.
3. Under Document repository, open the retention dropdown (default: Forever - Default).

Choose a preset period

1. Select 30 days, 60 days, 90 days, or 1 year.
2. Save your change. A success confirmation appears when the setting is saved.

Set a Custom period

1. Choose Custom from the Document repository dropdown.
2. In the Custom retention period dialog, enter the number of days documents should be kept after workflow completion.
3. Click Save.

Note: Custom periods must be 3 days or higher. Values below 3 show a validation error.

Keep documents indefinitely

Leave Document repository set to Forever (the default). Documents remain stored until someone deletes them or you change the retention setting.

How to Review Expiration Dates in the Repository

1. Open the Repository.
2. If an admin recently changed the org retention period, review the blue banner (Document retention period updated). It states the new period and that expiration dates for existing documents were recalculated from workflow completion.
3. Use the Expiration date column to see when each document is scheduled for deletion.
4. Hover the expiration UI for the tooltip describing deletion N days after workflow completion.
5. Download or archive documents you need to keep before the expiration date.

Important: The retention clock starts when the workflow reaches a terminal state (Completed or Failed), not when the document is uploaded. Documents for in-progress workflows are not purged by this setting.

How to Opt Out of Document Retention (Never)

Selecting Never turns off document retention for the organization and removes existing repository documents.

1. Go to Security → Data retention → Document repository.
2. Select Never.
3. In the Opt out of document retention? dialog, read the warning: Streamline will stop storing files and outputs from future workflows and delete all existing documents in the Doc Repository.
4. Type DELETE to enable confirmation.
5. Click Confirm.

Important: Deletion is permanent. Documents removed by opt-out or by retention purge are not recoverable in the product.

Notifications When Retention Changes

Every change to the document repository retention policy creates:

• An in-app notification listing the change
• An email that includes who changed the setting, when, and the new retention period

Policy changes are also auto-logged.

Feature Considerations

• Org-level only. You cannot set a different retention period on an individual workflow.
• No admin minimum floor. You cannot force a compliance minimum that other settings cannot go below. That capability is not in this release.
• Custom minimum is 3 days. For shorter retention, use Never (with confirmation) rather than a Custom value below 3.
• Purge is scheduled. Documents may remain visible for a short time after the expiration date (typically up to about 24 hours under normal load).
• Period changes use workflow completion, not the day you save. Expiration is always workflow completion + current period. Shortening can make existing documents immediately overdue; they are removed on the next purge run (they may have sat longer than the new period before you shortened). Lengthening moves the date to completion + the new period (for example, completed June 1 and changed from 15 to 30 days → deleted July 1), not today + the new period.
• Repository documents only. This setting does not control session execution data, platform datasets, audit log retention floors, or AI conversation history.
• No purged-document audit API in this release. Policy setting changes are auto-logged; an API log of deleted documents is not available.

Compliance

Document repository retention supports data minimization by letting you define how long generated documents remain in Streamline before automatic deletion. Purged or Never-opt-out deletions are permanent through the standard document deletion flow. This feature covers Doc Repository documents only. Other data types follow separate retention rules. Existing repository access controls still apply until documents are deleted.

Troubleshooting

I cannot save a Custom period below 3 days.

Custom retention requires at least 3 days. Enter 3 or higher, or select Never if the organization should not retain repository documents.

The Confirm button stays disabled on opt-out.

Type DELETE exactly in the Opt out of document retention? dialog.

A document is still visible after its Expiration date.

Purge runs on a schedule. Wait up to about 24 hours under normal load. Large backlogs after shortening retention may take longer.

Existing documents have no Expiration date.

Confirm a retention period other than Forever or Never is configured, and that the workflow has reached Completed or Failed. After first enabling a period, wait for recalculation of existing documents.

I need indefinite storage.

Set Document repository to Forever.

I need documents deleted for the whole organization immediately.

Select Never, type DELETE, and confirm. This also stops storing documents from future workflows.

Summary

Document repository retention is configured under Security → Data retention → Document repository. Admins set Forever, a preset period (30 / 60 / 90 days or 1 year), Custom (minimum 3 days), or Never. The Repository shows Expiration date values so you can act before automatic deletion. Retention starts at workflow completion or failure, applies org-wide, and notifies stakeholders when the policy changes.