You can use Data Retention Policies (DRP) to automatically delete outdated records for evaluation forms and coaching sessions. This ensures that your organization manages data lifecycle effectively and complies with retention requirements.

This guide explains how to configure and activate a retention policy.

Steps to Configure Automated Deletion 

1. Open Data Retention Policies

• From the Sprinklr Launchpad, navigate to Data Retention Policy.
• The Record Manager opens with existing policies.

2. Create a new policy

• Select Create Policy.
• The Create Data Retention Policy screen appears.

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3. Configure Policy Details

In this screen, you define what data should be deleted and when.

• Policy Name: Enter a descriptive name for the policy.

• Description: Provide additional context about the purpose of the policy.

• Entity Type: Select the type of records to delete.

  Supported entities include:

• Audit Checklist Evaluation

• Coaching Session

• Retention Policy Conditions: Define the rule for deletion.

• Property: Select the field used to evaluate record age.

• Operator: Choose the condition.

• Value (Duration): Specify the retention period.

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Behavior:

All records that meet the defined condition (for example, evaluations older than six months) are automatically deleted.

4. Add Subscribers (optional)

• Add users or user groups who should receive notifications about:

  • Policy changes
  • Deletion activity
• You can also include email addresses for external notifications.

5. Review Summary

The system displays a Summary panel showing what the policy will do.

Example: “This DRP will delete all Audit Checklist Evaluation records which are older than 6 months.”

Review the summary to confirm correctness before proceeding.

6. Submit for Approval

• Select Send for Approval.

• In the Send for Approval dialog:

  • Choose an Approval Path.
  • Select Submit.

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Behavior:

• The policy is routed for approval based on the selected workflow.
• A system notification confirms the submission.

7. Policy Activation

• After approval:

  • The policy is automatically enforced.
  • The platform begins deleting records that meet the retention criteria.
• A confirmation notification appears indicating that the policy has been created and approved.

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How it Works

• The system continuously evaluates records against the configured retention rule.
• When records exceed the defined duration, they are automatically deleted.

• This process applies to:

  • Evaluation forms (Audit Checklist Evaluation)
  • Coaching session records

Key Considerations

• Retention policies are irreversible once applied. Deleted data cannot be recovered.
• Ensure the retention duration aligns with your organization’s compliance requirements.
• Use approval workflows to validate policies before enforcement.
• Test with smaller durations or non-critical data where possible before broad rollout.
  

Outcome

By configuring Data Retention Policies, you can:

• Automate cleanup of outdated evaluation and coaching data
• Maintain compliance with data retention regulations
• Reduce manual data management effort
• Ensure your system contains only relevant and up-to-date records