The Retention Runs report lists every run made by the automated Retention system. Each run is one retention action carried out for one Record Type at one time, and the report shows how many records and documents it affected. Use it to confirm that retention is running as expected, to see exactly which records a run touched, and to bring records back if a run removed something it should not have.


Running the report

Open Reports and choose Retention Runs Report in the System Reports section. The report runs as soon as it opens, showing the last 7 days. If you received a retention email, the link in it opens the matching run directly.

Use the options below the results to narrow the list, then select Run Report:

  • Run Date — the From and To dates of the runs to show.
  • Record Type — one Record Type, or All Record Types.
  • Run Type — one kind of retention action, or All Run Types.
  • Results per Page — how many runs to show on each page.


Once the report has results, a Download button appears next to Run Report. It downloads the full list as a CSV file.


Reading the list

Each row is one run:

  • Record Type — the Record Type the run was for.
  • Run Type — the retention action that was carried out.
  • Run Date — when the run happened.
  • Records — how many records the run affected.
  • Documents — how many documents the run affected.
  • ZIP — the size of the run's ZIP file, if it has one. ZIP Purged means the ZIP file has been removed and can no longer be downloaded.


The run types match the actions that can be set up for retention on a Record Type, described in Retention:

  • Offline — the records were taken offline and packaged into a ZIP file.
  • Delete — the records were deleted. Deleted records can still be recovered.
  • Purge — the records were permanently removed and cannot be recovered.
  • Route — the records were routed into workflow.
  • Actions — an Action Set was run against the records.
  • Backup Queued — the records were queued for backup.
  • Backup Done — the records were backed up.


Viewing a run

Select a row to open the run. The heading shows the Record Type, the run type, and the run date, and the list below it shows every record the run affected with its Record ID, Description, and Documents count. The document count is shown for Offline runs only; other run types show N/A. Select a Record ID to open that record.


The buttons at the top right of a run are:

  • Download ZIP — downloads the run's ZIP file. It appears only when the run has a ZIP file that has not been purged.
  • Restore Records — brings back the records the run removed. You are asked to confirm first. When it finishes, a message tells you how many records were restored. Records that have already been purged cannot be restored, and the message counts those separately. After a successful restore the run's ZIP is marked as purged.
  • Delete ZIP — permanently deletes the run's ZIP file. You are asked to confirm first. The run stays in the report and shows ZIP Purged along with the date and the person who deleted it, but the records inside the ZIP can no longer be restored from it.
  • Return to List — closes the run and goes back to the list of runs.