How can an admin manage and clean up data in an organization

How can an admin manage and clean up data in an organization

 In any organization, shared data can quickly accumulate and consume valuable storage space, often filled with unnecessary files. As an admin, you can manage and clean up this data to free up storage. You can review and remove unused files, helping to optimize storage and maintain a clutter-free workspace.

Info: This feature is available in all Zoho Cliq plans.

To clean up and manage your data, follow these steps:  

1. Go to the Admin Panel.
2. Under Data Administration, select File Cleanup.
   

To enable the policy allowing admins to clean up data and manage shared files in your organization, follow these steps:

1. Enable the policy  

1. In the banner displaying details about the cleanup policy, click the View and Enable button to review and activate the feature. Go to the View and Enable option in the top-right corner of your dashboard. This will direct you to the Policies page.
2. Enable the policy labeled: "Allow organization admins to manage shared files for regular data clean-up according to company policy."
3. Review the terms and conditions, then click Enable Policy.
   

Once enabled, you will have the option to View Policy to Edit Terms later if needed.

2. Initiate the clean-up process  

1. Click the Initiate Clean-Up button.
2. A list of all files shared across your organization will appear. Use the following filters for better control:

• Date: Filter files shared within the last 30 days, 3 months, 6 months, a year, or select a custom date range.
• Conversation type: Filter by chats, channels, group chats, or direct messages.

3. Select the files you want to delete, then click Delete.
   
4. Provide a reason for the deletion and confirm the action by selecting Delete again.
   

Note:

• Proceed with caution when deleting, as deleted files cannot be recovered. Once a file is deleted, users will no longer have access to it.
• Files that are under "Hold" (if configured in EDiscovery), will not be listed in this module.
  

 Web 

 Android 

 iOS 

• If a file has a message caption, only the file will be deleted; the message caption will remain intact.

3. Storage upgrade option  

If you're on the free plan and want to overcome storage limitations without cleaning up data, consider upgrading to a higher Zoho Cliq plan.

Note: Storage add-ons are available only with paid Zoho Cliq plans.