Data lifecycle rules are only available for Enterprise customers.
Data lifecycle rules allow you to automatically process webinar data once the webinars have ended. You can choose to either archive webinars, anonymize the webinars' subscriber data or delete the webinars entirely.
Available data operations
There are three operations you can choose from when processing your webinar data.
Anonymize: Anonymizes the subscriber data for your webinar. This means all personal data that could lead back to an individual is replaced with anonymous data, keeping webinar statistics intact without retaining personal information.
Archive: Archives the webinar. Archived webinars keep all their data but no longer show up in your webinar list, keeping your account tidy. Please note that this doesn't anonymize remove any data.
Delete: Deletes the webinar broadcast and its data. This means all data related to the webinar broadcast is lost forever. It will be deleted entirely, including all of its statistics. If there are no other broadcasts in the webinar, the entire webinar is deleted.
The data lifecycle rule process
Step 1: Creation
You create a data lifecycle rule. Here, you specify:
What operation should take place (anonymization, archival or deletion);
How many days must have passed since the webinar broadcast, or in the case of an on demand webinar, since the end of its availability period;
Whether it should apply to live and automated webinars only, on demand webinars only or all three types.
The data lifecycle rule is activated immediately. However, nothing will be processed until later.
Step 2: Detection of webinars that should be processed
On Monday at 9:00 AM CEST, the system checks your account for webinars that meet the settings you've chosen for your data lifecycle rule.
Step 3: List of webinars to be processed is sent to email
The system sends you an email containing a list of the webinars that will be processed by your data lifecycle rule(s) and what operation will be performed on them. If there is a mistake, you have 5 days to log into WebinarGeek and cancel the process before it's executed. Cancelled processes will be retried the next week.
Step 4: Webinars are processed
After the 5 days have passed your webinars will be processed according to your data lifecycle rule(s).
Important information
Anonymization and deletion of data is final
Anonymized and deleted data cannot be recovered! Please make sure to double-check your data lifecycle rules and keep an eye on the weekly emails to prevent unintended data loss.
Rules for on-demand webinars are based on availability date
When you create a data lifecycle rule, you specify a 'Days since the broadcast'. For on-demand webinars, this is the amount of days since the on-demand webinar's availability has ended. On-demand webinars without limited availability will not be processed.
Webinars with multiple broadcasts
When you use the 'Archive' or 'Delete' operations for webinars with multiple broadcasts, all broadcasts in the webinar must have ended before the data lifecycle rule is activated.
In the case of 'Anonymization' operations each broadcast is handled and anonymized separately.
Managing data lifecycle rules
Creating a data lifecycle rule
Click 'Account' on the top right.
Click 'My account'.
Go to 'Data lifecycle' under 'Webinars'.
Click 'New rule'.
Choose an operation, the amount of days that must have passed since the broadcast and the type(s) of webinar it should apply to.
Click 'Add rule'.
Your rule has now been created and activated. Your first applicable webinars will be processed on Monday at 9:00 AM CEST.
Editing a data lifecycle rule
Click 'Account' on the top right.
Click 'My account'.
Go to 'Data lifecycle' under 'Webinars'.
Under 'Operation', click the operation type for the rule you want to edit.
Make your changes and click 'Update rule'.
Your rule has now been edited and activated. Your first applicable webinars will be processed on Monday at 9:00 AM CEST.
Deleting a data lifecycle rule
Click 'Account' on the top right.
Click 'My account'.
Go to 'Data lifecycle' under 'Webinars'.
Click the garbage can icon next to the rule you want to delete.
Click 'OK'.
Your rule has now been deleted. It will no longer be processed.
Canceling a data lifecycle rule process
Receive an email with the list of webinars ready for processing but see a mistake? No worries, simply follow the steps below to cancel the process within 5 days of receiving the email.
Click 'Account' on the top right.
Click 'My account'.
Go to 'Data lifecycle' under 'Webinars'.
Click 'Processing history'.
Click 'Cancel' next to the right date.
Click 'OK'.
The data lifecycle rule will run again next week, so make sure to fix the problem as soon as you can.