The Data Retention Policy (DRP) in Sprinklr helps organizations automatically delete data based on compliance requirements, business rules, or retention schedules. DRP 2.0 introduces a redesigned experience that allows compliance teams, administrators, and data governance users to create, review, approve, and manage multiple retention policies without disrupting ongoing processes.

With DRP 2.0, users can:

• Create multiple retention policies without deactivating existing ones

• Apply retention rules to specific entities (starting with Universal Messages)

• Add advanced conditions such as dates, accounts, and message attributes

• Route policy changes through tiered approvals

• Pause, edit, or audit each policy’s activity

• View preview counts for messages impacted by a rule

This feature enables you to delete messages at the message level based on predefined conditions and after a set timeframe.

Permissions

Ensure that you have the following permissions enabled under Customer Data Security to access the Data Retention Policy.

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​Configure Data Retention Policy

1. Click the New Tab icon. Under Platform Modules, click Data Retention Policy within Love.

2. On the Data Retention Policies window, click Create Retention Policy in the top right corner.

   

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3. On the Create Data Retention Policy window, enter the policy Name and Description.

4. Under Entity Type, select Universal Message, and a Summary will be generated in the right pane. Entity Type refers to the specific object that will be deleted under this policy, such as cases, profiles, and other scalable entities supported by the system.

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5. Under Retention Policy Conditions, configure the conditions for the DRP based on the requirements. All data that meets all the conditions will be automatically deleted.

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6. Under Subscribers, you can select the accounts and groups that need to be notified about the activities and updates occurring within the configured Data Retention Policy (DRP). You can also enter the email IDs of the external stakeholders who need to be notified.

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7. Click Save as Draft or Send for Approval, followed by selecting the Approval Path and clicking Submit.

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   Clicking Send for Approval, moves the policy to Pending Approval for Activation state.

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   Policy States

   State	Definition
   Draft	Policy saved but not submitted
   Pending Approval for Activation	Submitted, awaiting approval
   Search in Progress	System counting qualifying messages
   Active	Approved and running
   Pending Approval for Deactivation	Deactivation requested
   Inactive	Paused after deactivation approval

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   Note: If no approval path exists, the system displays: “There is no approval path created. Please save the policy as a draft and come back.”

   Therefore, if no approval path is set, save the policy as a draft and activate it later.

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Configure Tiered Approval Path

Approval Path – Tiered Approvals are required for activating, deactivating, or modifying a policy. A tiered approval workflow can be configured to define the approval condition (such as Publishing, Article, or Paid), along with the required basic details and the corresponding approval steps. For more information on configuring Tiered Approval, refer to the Create a Tiered Approval article.

Once created, the path appears in the Approval Path dropdown on the DRP creation/edit screen.

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Actions on Data Retention Policy

The following actions can be performed on a DRP by clicking the Options icon beside the policy name:

View

By clicking the View option, the following sections and actions are available for the policy:

Buttons

• Edit: Allows users to modify the policy configuration.

• Activate / Deactivate: Enables or disables the policy based on requirements.

Summary

• Displays the policy overview, including the policy name, data deletion criteria, and the retention period defined for the selected entity.

Account Names / Groups

• Shows the accounts or account groups associated with the policy.

• If an account group is selected, a dropdown option is available to expand and view all individual accounts within that group for verification.

Properties

• Displays key policy details such as Policy Type, Policy Owner, Created On, Last Updated On, and other configuration information.

Approval Path

• Shows the approval workflow configured for the policy, including the approvers involved in the policy approval process.

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Edit

When the Edit button is clicked for an active policy, a confirmation dialog box appears with the following message:

If the user clicks Continue Editing, the Create Data Retention window opens, allowing the user to modify the policy details. Once the changes are submitted, the updated policy will go through the configured approval workflow before it becomes active again.

View Activity

The View Activity option displays the activity logs of the policy, providing a detailed history of all actions performed on the policy, including creation, updates, status changes, and approvals. Each log entry shows the user who performed the action, the changes made, and the corresponding timestamp.

The activity log helps track the lifecycle of the policy by recording details such as status transitions (e.g., Search in Progress, Activation Pending, Active), updates made by users or the system, and the creation or modification of policy attributes like name, entity type, duration value, duration unit, approval path, and subscriber emails.

For each activity entry, the log displays:

1. The user who performed the action

2. Changes made to the policy fields

3. Previous and updated values

4. Updated by (user or system)

5. Date and time of the update