Data Store Settings: Notifications and Rules
Records in a data store don’t disappear without warning. Deleted records sit in the Recycle Bin for 30 days, and personal information set to Mask + retention is erased on a schedule, and both send reminders first. Data Store Settings is where you decide how much warning people get, and who gets it.
It’s also where you’ll find the data store’s ID for support, and, for survey data stores, the rules that come from the survey.
Open the settings
Section titled “Open the settings”- Open the data store - From the Data Wrangler home, click View on its row.
- Click Settings - It’s in the header. Data Store Settings opens. To go straight to the deletion rules, click the automated deletion status chip instead.
- Check the details at the top - You’ll see the data store’s Type, its GUID, and for survey data stores the Survey GUID. Click a value to copy it.
The dialog has three tabs: Notification Recipients, Rules / Settings and Data Scrubbing. Click Refresh to reload them, and OK when you’re done. Changes on Notification Recipients save as soon as you make them.
Notification Recipients
Section titled “Notification Recipients”Choose which notifications are sent
Section titled “Choose which notifications are sent”Under Notifications, the grid lets you “Choose how much warning recipients get before each scheduled deletion, and whether they hear when it has finished.”
Each row is a kind of scheduled deletion, and each column is when the notification goes out: 30 days before, 24 hours before or When it completes.
| Row | 30 days before | 24 hours before | When it completes |
|---|---|---|---|
| Recycle bin — cases deleted: records in the Recycle Bin are about to be removed for good | — | On by default | Always on |
| Auto-deletion — personal information (retention rule): values set to Mask + retention are about to be erased | Off by default | Off by default | On by default |
Tick or untick a box to turn that notification on or off. The change saves straight away. A box that’s ticked and greyed out can’t be switched off. Hover over a box to see the notification’s name.
These choices apply to everyone who gets this data store’s notifications. Each person can still choose how they receive notifications, or mute them, in their own notification settings.
Choose who gets them
Section titled “Choose who gets them”Who has access lists everyone the data store is shared with: each person, group or domain, its Type (Email, Group or Domain), and its role for owners. “People are added or removed in the Share dialog.” See Share content.
To send a person this data store’s notifications, tick Subscribe on their row. The change saves straight away. Subscribe is only offered for people shared individually by email, not for groups or domains. Use Search to find someone in a long list.
On a survey data store, the people and subscriptions come from the survey, because that’s where survey notifications are sent from.
Rules / Settings
Section titled “Rules / Settings”Automated deletion status
Section titled “Automated deletion status”Every data store shows its automated deletion status in a chip at the top right of the page, beside Published or Draft.
| Chip | What it means |
|---|---|
| Auto-delete · On | At least one automated deletion rule is on for this data store. |
| Auto-delete · Off | Both automated deletion rules are off. Data stores that belong to Text Explorer or Focus Words always show Off, because the rules don’t apply to them. |
If you’re the Owner or have Can Edit access, click the chip to open Data Store Settings straight on the Rules / Settings tab. The chip updates as soon as you save a change to the rules. With view-only access, you can see the chip but not click it.
Survey rules
Section titled “Survey rules”For survey data stores, Survey rules shows the settings that come from the survey. You can’t change them here.
| Setting | What it shows |
|---|---|
| Finish Markers | Which survey endings count, such as “Finished Successfully” |
| Include Test Entries | Whether test entries are included |
| Change Pending | Whether a change to these rules is waiting to apply |
Other data stores show “Survey rules are only available for survey data stores.” A survey data store without any rules shows “No rules found for this survey data store.”
Data Scrubbing
Section titled “Data Scrubbing”If the data store has a data-scrubbing rule, this tab shows it: Variable Names, Date Variable Name, Period and Quantity. You can’t change it here. Otherwise, you’ll see “No data scrubbing rule configured for this data store.”
Frequently Asked Questions
Section titled “Frequently Asked Questions”Why don’t I see Settings?
Settings is only shown to the data store’s Owner and people with Can Edit access. Ask the owner if you need it.
Who receives these notifications?
People who are subscribed to the data store. Use Subscribe under Who has access to add someone.
How do I add someone to Who has access?
Share the data store with them. The table lists everyone it’s shared with, and it’s updated from the Share dialog. See Share content.
Why can’t I subscribe a group or a domain?
Subscribe is only available for people shared individually by email. Share the data store with the person directly to subscribe them.
Why can’t I untick some boxes?
They’re notifications that can’t be switched off, like the final notice when records are permanently removed from the Recycle Bin. Data that’s about to be destroyed always gets a warning.
If I turn a notification off, does that stop the deletion?
No. It only stops the notification. Records in the Recycle Bin are still removed after 30 days, and personal information is still erased on schedule.
Does turning a notification off here affect other data stores?
No. These settings apply to this data store only.
Can I change the survey rules or the data-scrubbing rule?
Not here. Both are shown for reference only.
Where do I find the data store’s ID for support?
At the top of Data Store Settings: click the GUID to copy it.
Common Issues and Solutions
Section titled “Common Issues and Solutions””Unable to update this notification.”
Section titled “”Unable to update this notification.””A notification couldn’t be turned on or off. The box goes back to how it was.
- Check your access - You need to be the Owner or have Can Edit access.
- Try again - Click Refresh, then change the box again.
”Unable to update this subscription.”
Section titled “”Unable to update this subscription.””The person couldn’t be subscribed or unsubscribed.
- Try again - Click Refresh, then tick or untick Subscribe again.
- Contact support - If it keeps failing, contact support with the data store’s name and the GUID from the top of the dialog.
”No scheduled deletion notifications apply to this data store.”
Section titled “”No scheduled deletion notifications apply to this data store.””There are no notifications to choose for this data store, or they couldn’t be loaded.
- Refresh - Click Refresh to load the settings again.
- Contact support - If you expect notifications here, contact support with the data store’s name and GUID.