[ADMIN FAQ] How does the configuration of the retention time before deletion and date of timeout affect the process?

Content

Since MOXIS is not a document archive, closed jobs are automatically deleted after a certain period of time. In addition, jobs expire. As an administrator, you can extend or shorten both the timeout date and the retention time before deletion after the job was terminated. This article provides an overview of the topic and shows you the effects of changes regarding the date of expiration and the deletion period in the process.

1. Clarification of terms

1.1. Definition of timeout date and retention time

Timeout date:
60 days after an order has been created, it will expire by default. The order is given the status ‘expired’. The period is stored in MOXIS by default.

Retention time:
30 days after an order has been completed (whether positive, i.e. with a signature, or negative, i.e. without, is irrelevant), it is automatically deleted from MOXIS. This is also done for data protection reasons. The period is stored by default in MOXIS.

However, these deadlines can also be adjusted.

2. Configuration of date of timeout and retention time

2.1. Step-by-step guide: How to adjust the timeout date and retention time

Step 1: To adjust the timeout date and/or retention period, enter the MOXIS administration.

Step 2: Open the process management (see figure 1 [1]) and the process you want to edit. In our example, it is the Standard process (see figure 1 [2]).

Step 3: Scroll down to the bottom of the Common tab. Here you will find the configuration options for the timeout date and/or the retention period.

You have the following configuration options:

• Timeout date in days (see figure 1 [3]): You can change this as you wish. In our example, we have set it to 60 days.

• Retention time before deletion after job terminated in days (see figure 1 [4]): You can change this as you wish. In our example, we have set it to 30 days.

XiTip
Theoretically, both the timeout date and the retention period can be set to any period of time. However, since MOXIS is not a document archive and is not designed to store documents, it is possible that if the timeout date or retention period is set to a date that is very far in the future (e.g. 365), the system may slow down purely due to the amount of data. Therefore, if you change the timeout date and retention period, please ensure that you set an adequate period of time.

You can use checkboxes and fields to make further changes to the process for internal users (see figure 1 [5]):

• Timeout date visible:
  If the box is checked, the timeout date is displayed to the client when the job is created.

• Timeout date can be modified:
  If the box is checked, the expiration date can be changed by the client when the job is created.

• Available process categories:
  Define the process categories for clients when creating a job.

• Process category required:
  If the box is checked, clients must fill in the process category when creating a job.

• Process category visible:
  Define here whether clients should see the process categories when creating a job or not.

Step 4: To save your changes, please click on the [Save]-button. If you wish to discard or delete your changes, you can also use the corresponding [Reject]- or [Delete]-buttons (see figure 1 [6]).