Introduction
Engageli includes automated processes that archive classrooms after they have been inactive for a defined period, and delete classrooms that have remained archived for an additional defined period. These mechanisms help keep each organization's database and file storage operating efficiently.
This article explains how each mechanism works and how Engageli determines which classrooms qualify for automatic archival or deletion.
Auto-Archive
Once per day, Engageli reviews all classrooms in your organization's instance and archives any that meet the criteria for inactivity. A classroom is considered inactive when all of the following conditions are true:
- No sessions have been held in the Live Classroom for the past x days.
- No participants have accessed the Playback Room for the past x days.
- The classroom was not created within the past x days.
- The classroom was not unarchived within the past x days.
To summarize: Engageli automatically targets classrooms that have not been used for an extended period, while intentionally excluding those that were recently created or recently unarchived.
The value of x is set by your organization’s administrators in coordination with Engageli.
Auto-Delete
Once per day, Engageli also scans all classrooms and deletes those that have been archived for y consecutive days. In this context, consecutive means days in a row, not an accumulated total over multiple archival periods. If a classroom is archived, then later unarchived, its "consecutive days archived" count resets. Only classrooms that have remained continuously archived for the full y‑day duration are eligible for automatic deletion. The value of y is determined by your organization’s administrators in coordination with Engageli.
Notes
- The values of x and y (the number of days before a classroom is archived or deleted) can be viewed in several settings screens. The most direct location is Admin Portal > Classes > Details > Common Configuration. Selecting the info icon next to "Disable class auto archive/delete policy" displays the values configured for your organization. These values are set globally and cannot be adjusted on a per-classroom basis.
- Each classroom includes a toggle that exempts it from the auto‑archive/delete mechanism. This is useful for classrooms designated as templates or used for shared content storage.
- If you do not see any references to auto‑archive/delete in your settings, your organization has not yet enabled this mechanism.
- For organizations in the process of enabling the policy: once activated, there is no grace period. Classrooms that already exceed the configured thresholds will be archived or deleted immediately during the next daily run.