Skip to main content
Your organization’s data retention policy controls how long Champ keeps cases, workflow runs, and run history. When data passes its retention period, Champ permanently deletes the content and keeps only basic details such as status and dates. Without a policy, Champ keeps this data indefinitely.

​
Set retention periods

Organization admins manage the policy:
  1. Open Data retention from the account menu.
  2. Enter a period in days for each type of data, or leave a field blank to keep that data indefinitely.
  3. Click Save retention settings.
Periods are whole numbers of days, and they must follow this order: Cases at least as long as Workflow runs, and Workflow runs at least as long as Run history. A blank field counts as indefinite, so a Cases period also needs periods on the other two, and a Workflow runs period also needs one on Run history. For example: 30 days of run history, 60 days of workflow runs, and 90 days of cases.

​
How cleanup works

Champ checks for expired data daily. Cleanup may take more than one day while files and related records are removed. The Data retention page shows how much has been deleted so far and when cleanup last ran.
  • Run history clears first, then workflow runs, then cases. Each stage waits for the one before it, so data can outlast its own period. For example, a closed case stays until all of its workflow runs are cleared.
  • Work in progress is kept. Open cases and workflow runs still in progress aren’t deleted.
  • Changes apply to existing data. Shortening a period may delete older data at the next cleanup.
Deletion is permanent and irreversible. Extending a period or leaving it blank won’t restore deleted data or cancel cleanup that has already started.

​
After data is deleted

The case or workflow run itself remains, with basic details such as its status, outcome, and dates. It can no longer be changed, and integrations see the following: If you need case data or files for longer than your retention period, copy them to your own systems first.