Manage your data

This article explains how to view your current platform usage, manually delete data, and set up automated deletion rules to manage your data more effectively, all from directly within Kustomer.

In this article:

• View platform usage
• Manually remove data to free up space
• Delete data on a recurring basis

View platform usage

View your current usage of your platform storage in Settings > Platform > Platform Usage under the Storage Limits tab. Your total usage and available use is shown in the upper-right corner of the Data Storage table.

This table can be sorted by any column in ascending or descending order by selecting the column header. You may also remove or add items from appearing in the bar graph by selecting/deselecting items from the legend below the graph. 

You can also view your Attachment Storage usage from this tab. Your attachment storage includes images, GIFs, videos added to messages or notes. Attachment metadata is excluded from this calculation and can be found in your Data Storage table above.

Manually remove data to free up space

If your organization is nearing or exceeds its default storage limit, you can remove data from your instance to free up space.

To delete KObjects, customers, or conversations, select Manage on the relevant row in the Data Storage table on the Platform Usage page.

You can also go to the Searches page and select items to delete individually or in bulk.

For more information on deleting standard or custom objects individually or in bulk, see this article.

Delete data on a recurring basis

Deletion rules allow you to automatically remove conversation or custom object data daily, which helps you stay below your storage limits.

1. Go to Settings  > Platform > Platform Usage and select Add deletion rule.
2. Select whether to delete conversations or a custom object and specify the date range criteria. You cannot delete data that is less than 24 months old.
   
3. Confirm that you want to set up this rule and select Delete data.

   Notes: 

   • Deleted data is permanent and cannot be recovered.
   • Deleting Conversations also deletes all nested objects, such as notes and attachments. Custom objects such as a Shopify order will not be deleted. A separate rule for the custom object must be created to delete that data.

Once you create the rule, it will run daily and check for any new data that is now older than the specified time. Each rule can delete up to 10,000 records per day. 

Manage deletion rules 

You can manage your deletion rules from the Platform Usage page. From here, you can select Options to activate, deactivate, or delete the rule. 

You can also select View audit log to see a record of all deletion activities, including the dates and times of deletions, as well as when rules were activated or deactivated.