Hello, UiPath Community!
Some of your inquiries regarding Orchestrator cloud accounts overall performance have been heard. We acknowledge the need for a faster environment, in which operations happen in the blink of an eye.
For that, we will be introducing Data Retention and Archiving policies for queue items in Orchestrator, which ensures built-in data off-loading capabilities. We are relying on your collaboration to strengthen operational performance of your cloud Orchestrator.
This change will impact all Automation Cloud organizations, please read carefully.
The implementation for data retention and archiving policies is broken down into three phases, giving you enough time to be informed and to plan your next steps:
- Phase 0 is a pre-deployment phase, in which we inform all Automation Cloud organizations about the upcoming policies, how your account is impacted, the feature behavior and the rollout mechanism. At the end of phase 0, the feature UI and functionality will be deployed to all cloud environments, but no policy will be activated.
- Phase 1 is a 6 weeks period of time between the policies deployment and their activation, giving you the time to adjust and prepare your queues. Worry not that you may overlook preparing your account before the policies live date, as an Application Information counter will display the remaining days until retention policies apply. We will also provide a link to the feature documentation, in which you’ll find guidelines about the available policy configuration options. At the end of phase 1, all policies, either the default one or the ones you configured, are applied.
- Phase 2 means policies became active and your cloud account data is offloaded based on their configuration. Phase 2 has no end date. This means that if you configure a new policy, it will apply immediately.
The policies are applied to the queue items (and related queue item events and queue item comments) in the associated queues.
That means all the queues in your tenant will be mapped to a Data Retention Policy (the default one or the one you configured), and this policy applies to the corresponding queue items.
Here are some highlights to bear in mind when you prepare your queues for data offload:
- You can configure the policy via the UI while creating a new queue or editing an existing one
- A new API called Queues-Retention will be available, allowing you to configure the policy programmatically.
- You can choose a maximum of 180 days as the retention duration;
- Of course you can choose a lower duration, but it cannot be higher than 180 days. That’s 6 months.
- The duration refers to queue items that have not been modified for longer than specified.
- Only queue items in final states will be subject to the policy, this includes those in status Failed, Successful, Abandoned, Retried, Deleted
- A background job will be regularly checking queue items and their policy and take the necessary actions.
- Queue items affected by the policy can be either deleted or archived, depending on what you choose as the outcome:
- If you set the policy to Delete , all items older than the specified duration will be removed.
- If you set the policy to Archive , all items older than the specified duration will be archived into an existing storage bucket, that is NOT read-only.
To put it briefly, you must create a, or use an existing, non read-only storage bucket with the main purpose of holding your queue items archive, and then select it.
- One storage bucket can be used to archive queue items from different queues
- You can use the Orchestrator built-in storage bucket functionality for this purpose, as well as your own external storage bucket.
- To retrieve the archived information, simply access the archive files from the designated storage bucket. We will publish the format and structure used subsequently in our documentation.
- The Default Policy keeps your queue items for 120 days and then deletes them. Be careful, as you cannot undo deletion.
- We will preserve items’ Unique References, just to guarantee the occurrence of validations after the policy applied.
- Queue item events and queue item comments will be included within the archive.
- Policy output will NOT affect data synchronization towards UiPath Insights. That is, any board containing the archived or deleted queue items will still be valid and contain their information.
We do have a default policy of 120 days+deletion, but you are not bound to use it. However, you are bound to set a retention policy. You can use the Orchestrator UI or API to configure your own retention policy, based on your business requirements.
In case our default policy does the trick for you, then you’re all set, and you don’t have to do anything specific from this point onward.