Automated content removal

This guide describes the automated content retention and removal features that enable automatic data removal based on the removal policy, metadata, and dates defined for an organisation account. Retention settings can be managed in content creation views, on content pages, in metadata, and in the organisation settings.

Changes to removal settings apply only to new content. They do not affect materials created earlier. The default deletion setting is “Retain indefinitely”.

Removal settings for previously created content can be manually updated through the user interface. If there is a need to update or remove larger volumes of content at once, SignSpace customer support will help define the required actions and related costs.

Organisation‑level default retention

Admin users can define default retention periods for the organisation. Retention periods can be set separately for signed and unsigned content, as well as for discussions. The configuration is done in the organisation settings on the Retention settings page. These retention periods apply automatically to all new content. If a retention period is defined in metadata or a user specifies a different retention period, that value overrides the organisation‑level setting.

Deletion policy categories

In SignSpace, content is divided into three categories for deletion policies: signed content, unsigned content, and discussions.

• Signed content includes all signed documents and polls, as well as related discussions and attachments.

• Unsigned content includes documents and polls that have been sent for signing but have not been signed before the defined retention period expires; related discussions and attachments are also included.

• Discussions include messages within standalone discussion threads, their attachments, and task‑related content. This category does not include discussions or attachments related to signature requests or polls.

These categories enable clear deletion policies for different types of content and support controlled lifecycle management.

Removal date calculation

The removal date is determined by the content type or the active retention rule:

• Signed content: Retention time starts from the signing date.

• Unsigned content: If the content is not signed and its unsigned retention period expires, the removal date is calculated from the creation date.

• Discussions and tasks: Always removed based on the creation date.

• Date‑based retention (feature will be available in spring 2026): The removal date is determined by the date stored in a metadata field (metadata date + retention period).

Retention and removal section on content pages

All content types include a retention and removal section in the Information sidebar. This section allows users to view and, if needed, adjust the retention period. The view also displays the calculated removal date. If the content is set to “Retain indefinitely”, the removal date is not shown.

Permissions for removal and retention settings

Admins and trusted admins can grant or revoke individual users’ removal and retention rights on the User management page in the organisation settings. Admins always have both removal and retention rights.

Removal rights

Users with removal rights may remove content they own. Admins and trusted admins may remove any organisation‑owned content they have access to, even if they are not the owners.

Retention rights

Users with retention rights may modify the retention settings of content they own. Admins and Trusted admins may modify retention settings for all organisation‑owned content they have access to, even if they are not the owners.

If a user without retention rights attempts to modify retention settings, the following message is displayed: "You do not have permission to edit retention settings. Contact your organisation’s SignSpace admin to request access.".

Retention rights are required in all views where users can define or modify retention settings – including creation, editing, and detail views for signature requests, polls, and discussions.

Deletion‑related notifications

As content nears its removal date, SignSpace displays several levels of notifications.

A banner appears at the top of the content page 30 days before removal, showing the planned removal date. At the same time, list views such as Home and Signing display when content will be removed.

In file lists, the Removal date column shows the date in red one month before removal.

A notification is also published in the app for content scheduled for removal within 30 days. Regular users see only the content they have access to. Admins and trusted admins see a list of all content scheduled for removal at the title level, including content they cannot open.

Defining retention based on metadata

Retention periods can be defined via metadata. In this case, the deletion time is determined by the user’s metadata selection. Options include setting retention periods in metadata models, metadata list rows, or based on specific dates.

Retention in metadata models

Metadata models can be used to define different contract types and collect related metadata from users.

Each metadata model can have its own retention period, which is applied automatically when the user selects that model in the signature request form.

Date‑based retention

Date‑based retention allows the deletion date to be calculated from a date stored in metadata. The system calculates the removal date as: selected date + retention period. This rule can be enabled in the metadata model settings. When the date value is later updated, the deletion date updates automatically.

The date‑based retention feature will be available in spring 2026.

Retention settings for SignSpace Easy forms

PDF files sent for signing via the SignSpace Easy extension can have a retention period defined that applies to all new signature requests using that form.

The retention period is configured in the Forms section under Retention.

If a form is attached to a signature request and the user selects a metadata value that specifies a different retention period, the metadata‑based value overrides the form’s own retention setting. The application informs the user about this change.

If the metadata is later removed, the retention period automatically reverts to the value defined in the form.

Retention and deletion via API

The SignSpace API allows setting the retention time during content creation and updating it later via an API call. The same logic applies as in the user interface: API settings may override organisation‑level and metadata‑based configurations when desired.