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.
InfoInfo: 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.
  1. Select the files you want to delete, then click Delete.
  2. Provide a reason for the deletion and confirm the action by selecting Delete again.

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

 



      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          Zoho CRM Training Programs

          Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

          Zoho CRM Training
            Redefine the way you work
            with Zoho Workplace

              Zoho DataPrep Personalized Demo

              If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

              Zoho CRM Training

                Create, share, and deliver

                beautiful slides from anywhere.

                Get Started Now


                  Zoho Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION





                              Quick Links Workflow Automation Data Collection
                              Web Forms Enterprise Begin Data Collection
                              Interactive Forms Workplace Data Collection App
                              CRM Forms Customer Service Accessible Forms
                              Digital Forms Marketing Forms for Small Business
                              HTML Forms Education Forms for Enterprise
                              Contact Forms E-commerce Forms for any business
                              Lead Generation Forms Healthcare Forms for Startups
                              Wordpress Forms Customer onboarding Order Forms for Small Business
                              No Code Forms Construction RSVP tool for holidays
                              Free Forms Travel
                              Prefill Forms Non-Profit

                              Intake Forms Legal
                              Mobile App
                              Form Designer HR
                              Mobile Forms
                              Card Forms Food Offline Forms
                              Assign Forms Photography
                              Mobile Forms Features
                              Translate Forms Real Estate Kiosk in Mobile Forms
                              Electronic Forms Banking 
                              Notification Emails for Forms Alternatives Security & Compliance
                              Holiday Forms Google Forms alternative  GDPR
                              Form to PDF Jotform alternative HIPAA Forms
                              Email Forms
                              Encrypted Forms
                              Embeddable Forms
                              Secure Forms
                              Drag & drop form builder
                              WCAG

                                      Create. Review. Publish.

                                      Write, edit, collaborate on, and publish documents to different content management platforms.

                                      Get Started Now




                                                        You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                            Manage your brands on social media


                                                              • Desk Community Learning Series


                                                              • Digest


                                                              • Functions


                                                              • Meetups


                                                              • Kbase


                                                              • Resources


                                                              • Glossary


                                                              • Desk Marketplace


                                                              • MVP Corner


                                                              • Word of the Day


                                                              • Ask the Experts


                                                                Zoho Sheet Resources

                                                                 

                                                                    Zoho Forms Resources


                                                                      Secure your business
                                                                      communication with Zoho Mail


                                                                      Mail on the move with
                                                                      Zoho Mail mobile application

                                                                        Stay on top of your schedule
                                                                        at all times


                                                                        Carry your calendar with you
                                                                        Anytime, anywhere




                                                                              Zoho Sign Resources

                                                                                Sign, Paperless!

                                                                                Sign and send business documents on the go!

                                                                                Get Started Now




                                                                                        Zoho TeamInbox Resources





                                                                                                  Zoho DataPrep Demo

                                                                                                  Get a personalized demo or POC

                                                                                                  REGISTER NOW


                                                                                                    Design. Discuss. Deliver.

                                                                                                    Create visually engaging stories with Zoho Show.

                                                                                                    Get Started Now









                                                                                                                        • Related Articles

                                                                                                                        • How can an admin manage channels created by users in the organization?

                                                                                                                          An admin can manage the channels created by a user in the organization. To do so, follow the below steps: Navigate to the Admin Panel. Under Resource Management, select Channels. The channels are classified into Active and Archived. Note: As an ...
                                                                                                                        • How to manage the users of my organization?

                                                                                                                          An admin can manage all user-related information in Cliq. To manage users from Cliq, do the following: In the Admin Panel, under the Users & Profiles module, click on Users. All the existing users in your organization will be listed. Clicking on a ...
                                                                                                                        • How to export my organization data in Cliq?

                                                                                                                          To export data like messages, files, users and others from your Cliq organization, follow the below steps: Navigate to the Admin Panel . Under the Data Administration module click on Export . Click on NEW EXPORT and select the resources that you'd ...
                                                                                                                        • Difference between Cliq's Network and Business Organization (Networks)

                                                                                                                          Cliq Business Organization Cliq Network   Internal collaboration space built for the members in an organization to connect, communicate and collaborate in one single and secured place by bringing the people, data, actions and your apps together.   ...
                                                                                                                        • How to delete my organization's Zoho account?

                                                                                                                          You can delete your organization's Zoho account anytime and this action deletes not just your organization in Cliq but across all other Zoho apps like Zoho Mail, Projects, Vault and others. The option "Delete your organization's Zoho account" will be ...
                                                                                                                          Wherever you are is as good as
                                                                                                                          your workplace

                                                                                                                            Resources

                                                                                                                            Videos

                                                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                            eBooks

                                                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                            Webinars

                                                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                            CRM Tips

                                                                                                                            Make the most of Zoho CRM with these useful tips.



                                                                                                                              Zoho Show Resources