Configure Retention in GPTfy
Retention acts as a setting page accessible via the AI Settings tab. AI Settings comprise three main tabs:
Data Retention
Data retention in GPTfy is a powerful feature that enables users to manage AI security audit records by deleting them a specified number of days after they were created.
This not only reduces clutter but also enhances performance.
Preferences
The Preferences section displays a list of custom labels that can be enabled, each with its status. To configure AI Retention, follow the step-by-step procedure below.
Licenses
GPTfy offers two types of licenses: Pro and Enterprise. This license tab contains the user’s license record and the details associated with the license.
Retention
Step 1: Access Data Retention
- Open Salesforce Cockpit.
- Click on the “Retention” tile to open a new tab – AI settings, dedicated to Retention.
Step 2: Activate Retention
In the “Delete Security Record After (Days)” field, specify how long AI Security Audit records should be retained in Salesforce. For example, if you enter “30,” records created will be kept for 30 days before deletion. The number should be more than 0 in this field. Additional fields include:
- Total Records Purged: Displays the total number of records deleted.
- Last Ran (Date/Time): Shows the timestamp of the last retention process.
- Next Run (Date/Time): Displays when the next retention is scheduled.
Step 3: Set Retention Period
- In the “Delete Security Records After (Days)” field, specify how long AI Security Audit records should be retained in Salesforce. For example, if you enter “30,” records created will be kept for 30 days before deletion. Additional fields include:
- Where Clause: The user can specify the condition by using these fields. Click on the pencil icon to create the where clause using the query builder. By using this, the user need not write the where clause manually. The records will be deleted, which satisfies the condition added in the where clause.
- Total Records Purged: Displays the total number of records deleted.
- Last Ran (Date/Time): Shows the timestamp of the last retention process.
- Next Run (Date/Time): Displays when the next retention is scheduled.
Step 4: Schedule Retention
- To schedule the retention process, you need to use the “Schedule Apex” feature in the Apex classes. Here’s how:
- Open the Apex classes in the Salesforce setup.
- Click the “Schedule Apex” button.
Step 5: Verify Scheduled Job
Once saved, a scheduled job will be created.
Open the “Scheduled Jobs” section in Salesforce setup to verify its existence.
To ensure that the next run time is updated, refresh the AI Retention tab.
Preferences
The “Preferences” section allows you to manage custom labels, enabling you to make UI changes and enhance specific functionalities. These custom labels act as controllers, influencing the behavior of various features. Here are the available preferences:
File Processing: Enables the feature of processing attached files in any record.
The Features are below:
- Max File Size (In MB): This setting allows users to select files within a specified size range. Any file smaller than the maximum size will be included for submission to the AI.
- File Type: This setting specifies the types of files that can be included. Users can list the desired file types separated by commas (e.g., pdf, jpg, png). Only these file types will be available for selection.
- Max File Count: This setting determines the maximum number of files to be selected for AI submission. Users can view all files but can only select up to the specified number.
- Adding Prefix/Suffix: Adds a prefix and suffix to prompt components when creating a JSON prompt.
- Typewriter Effect: Enables a typewriter effect while adding the response to the GPTfy console.
- Exception Log: Enables the GPTfy to log the exception that occurred during the retention process.
- Prompt Versioning: Enabling this feature allows us to preserve the Prompt configuration in the ContentVserion file.
- Reporting period: The usage tracking detail records will be fetched based on the value in the month gap
- Hourly Cost: This field defines the Average Employee Hourly Cost used by all ROI reports.
By configuring AI Retention and managing preferences in GPTfy, you can streamline your Salesforce experience and optimize your data storage and user interface.
