Outreach Email Retention

Created by Aye Myat, Modified on Mon, 9 Feb at 11:01 PM by Alsabana Sahubarali

Overview

Qualifying customers are able to leverage the Outreach email retention management feature in order to designate a retention window, after which emails and associated metrics will be automatically deleted from the platform. This article covers critically important aspects of enabling and using this feature.

IMPORTANT: Please review this entire article before configuring this feature.

Applies To

Outreach Admins
Emails
Data Retention

How to add Email Retention in your Outreach instance

Access to this feature is not available to every customer. To find out if Email Retention is right for your organization, please work with your Customer Success Manager (or your Account Executive if you do not have a CSM).

How Automatic Email Retention and Deletion works

Admins can configure a custom duration for email data retention policy that specifies for how many days email data should be retained before automated deletion.
There are pre-configured durations for the most common choices, but admins can configure a custom duration to meet their organization’s specific privacy needs.
Emails are deleted within 24 hours once the duration is met.
When the data retention policy is set for the first time, any pre-existing emails older than the entered duration will be deleted. Please note that it may take up to 30 days for all emails to be deleted due to the variable number of emails present, and that this action is irreversible.

Please Note These Important Details
Email deletion is permanent. Once an email is deleted, it cannot be recovered. Once emails are deleted, reporting data associated with them will also be lost. Any associated stats will no longer be available or contribute to reporting. That includes any other features in Outreach that rely on email data that’s been deleted. For example, this could impact emails delivered, reply rates, click rates, open rates, email sentiment, contacts per prospect, and how the Sales Execution Report measures Prospects Contacted resulting in Prospects Invited. Practically speaking, your conversion from Prospect Contacted may appear better than it really is due to email contacts being gone, though the meetings are not. The email retention/deletion schedule covers ALL emails in your Outreach instance. The policy cannot be selectively applied to or configured for only certain contexts.

Please Note These Important Details

Email deletion is permanent. Once an email is deleted, it cannot be recovered.
Once emails are deleted, reporting data associated with them will also be lost. Any associated stats will no longer be available or contribute to reporting. That includes any other features in Outreach that rely on email data that’s been deleted. For example, this could impact emails delivered, reply rates, click rates, open rates, email sentiment, contacts per prospect, and how the Sales Execution Report measures Prospects Contacted resulting in Prospects Invited. Practically speaking, your conversion from Prospect Contacted may appear better than it really is due to email contacts being gone, though the meetings are not.
The email retention/deletion schedule covers ALL emails in your Outreach instance. The policy cannot be selectively applied to or configured for only certain contexts.

How to Configure Email Retention

BEFORE YOU BEGIN: Review the Important Details above.

If enabled for your org, you will be able to set up an email retention and deletion schedule as follows:

In the bottom of the left-hand nav, click the cog icon to access your org Settings.
Under the Organization header, click Org info.
In the Organization screen, click to open the Email tab.
Scroll down to the Data retention section.
Check the box next to Automatically delete emails after a specific number of days.
Use the drop down to select the duration.
Click Save.

Additional Resources

Data Retention at Outreach

Automatic Voice Recording Deletion