Each record type controls how long its records are kept and what happens when the record type fills up. Configure these settings from the record type modal (open the record type and click Edit).
For the maximum number of records, record types, and other related caps, see Records limits.
Retention period
Turn on Retention period to automatically delete records after a fixed age. Choose from preset durations between 1 day and 10 years.
Records without a configured retention period are kept for the duration of your active Tines license.
Record age based on
When Retention period or Evict oldest records is enabled, the Record age based on field controls which timestamp Tines uses to measure record age:
1. Record created at (default): the time the record was first created.
2. Updated at: the most recent time any field on the record changed.
Choosing Updated at is useful for record types that represent long-lived state (for example, an asset inventory) where you want to keep a record alive as long as it is being touched.
Custom record limit
Each record type has a maximum number of records, set by your tenant limit. To cap a record type below the tenant limit, turn on Custom record limit and enter a value. Test and live records count toward the same limit.
When record limit is reached
The When record limit is reached setting controls what happens when a record type reaches its maximum:
Stop creating records (cloud, default): once the record type reaches its limit, new records are rejected and tenant admins are notified by email. Existing records are unaffected.
Send warnings (self-hosted, default): tenant admins are emailed as the record type approaches and reaches its limit, but records continue to be created beyond the limit. Self-hosted Tines never blocks record creation.
Evict oldest records: Tines automatically deletes the oldest records to keep the record type at or under its limit. Records are deleted oldest first based on the Record age based on field, and test and live records are counted and evicted together.
Warning: Deleted records cannot be recovered. When a parent record is deleted, child records remain but their link to the parent is removed.