Administrator's Guide¶

This guide is for Jira Site Admins (and delegated admins) responsible for configuring and managing Content Retention Manager for Jira.

Warning

We recommend trying our app on a development, test, or staging tenant first to familiarize yourself with the features and capabilities. This will help make sure the app conforms to your policies and expectations.

Prerequisites¶

Familiarity with Retention Statuses and Discoverability in How It Works.
A defined company policy on data retention or information governance, which you'll use to configure policies, classifications, and rules in Content Retention Manager for Jira.
An active Jira Cloud or Jira Service Management site.
A user account with Jira Admin (Site-Admin) privileges, or delegated admin access granted by a Jira Admin. Jira Admin privileges are required for installation and delegation settings only. Delegated admins can configure policies, classification, and automation, and manage content.

Installation¶

Install Content Retention Manager for Jira from the Atlassian Marketplace onto your Jira instance. Installation requires Jira Admin privileges and cannot be performed by delegated admins.

Upgrading¶

Minor version updates are rolled out automatically and require no action on your part. When a new major version becomes available, you will see an in-app notification. See the Release Notes for details on new features, improvements, and bug fixes, then follow the upgrade instructions below.

To upgrade:

In the Jira top-level menu, navigate to Apps > Manage Apps.
Find Content Retention Manager for Jira in the list and click View app details.
On the app details page, click Update to install the latest version.

App list — Content Retention Manager for Jira in the app list

Accessing Content Retention Manager¶

In the Jira left side navigation, select Apps, then select Content Retention Manager. Standard edition is available to all users; Lite edition restricts access to admins only.

Opening Content Retention Manager from the Jira Apps menu

Dashboard¶

The Dashboard provides a visual summary of your content retention status in Jira. It gives administrators a quick view of retention coverage, policy distribution, classification levels, and upcoming expirations.

Info

When you first visit the dashboard right after installation, it's likely that the app has not scanned the content in the background yet. In this case, you'll be prompted to refresh the stats by clicking the Sync Now button. Initial stats reflect the default policy settings. You can always manually refresh the stats on the Dashboard after you've made changes to the policies (see Setting Up Retention Policies).

On the Dashboard, there are a few tiles providing high-level stats for the content:

Overview: The total number of content items on the Jira site, and the count in each retention status.
Content Age: Time since content creation (Max, Average, Median, Standard Deviation).
Content Freshness: Time since last modification (Max, Average, Median, Standard Deviation).
Automation: The number of archive and purge operations performed over the last 30 days (UTC).

The Dashboard also includes four charts:

Breakdown by Applied Policy: This chart shows content grouped by applied retention policies (e.g., RET10Y-COMM, RET30D-COMM) and color-coded by retention status (Ended, Ending, Retained, etc.). Use it to see how policies are distributed and which have the most expired or active content.
Breakdown by Classification Level: This chart organizes content by classification level (e.g., Internal, Confidential, Restricted, Public) and highlights the retention status of each group. It's especially useful for verifying retention compliance for sensitive content.
Retention Expiration Trends: This chart shows the daily breakdown of content with expired retention (Ended, in red) and content nearing expiration (Ending, in orange). Use it to monitor upcoming retention events and plan follow-up actions. This chart is only shown when there is content in Ending or Ended status.
Daily Automation Activity: This chart shows the number of automation operations (archive and purge) performed each day over the last 30 days. Use it to verify that automated retention is running as expected and to spot any unusual spikes in activity. This chart is only shown when there has been automation activity in the last 30 days.

Dashboard data is typically updated daily through an automatic scan of all content. To trigger a manual scan, click the Sync Now button at the bottom left. A scan can take some time to complete on large instances. The timestamp at the bottom right shows when the most recent data snapshot was taken.

Setting Up Retention Policies¶

Warning

Leave Automation turned off for now. We'll enable that later.

We recommend auditing your content after configuring retention policies. Enabling automation at this stage may result in the irreversible purging of expired content from your instance.

Retention policies are the primary tool for managing content in Content Retention Manager for Jira. As an admin, you define policies in the Policies tab, set a global default, and create retention rules that apply specific policies to individual users, groups, projects, or classification levels. Once your policies are in place, you can scan and report on all content. When you're confident the results are correct, optionally enable automation to enforce them.

The Policies tab has four sections:

Section	Purpose
Default Retention	The site-wide retention policy applied to content not covered by any rule.
Retention Rules	Rules that apply a specific policy to individual users, groups, projects, or classification levels.
Policies	The library of policy definitions used by the default retention setting and retention rules. Each policy specifies a retention period and a warning period.
User Permissions	Controls whether non-admin users can view the policy code applied to their content. This applies when users access the app from the Apps menu. See Accessing Content Retention Manager for details on non-admin access.

Configure each section as needed and click Save to apply your changes. Use Export and Import to back up and restore your policy configuration. This is especially useful when migrating from Lite to Standard edition or copying your setup to another site.

Policy Settings — **Policies** tab in Content Retention Manager for Jira

Adding a Policy¶

Click the Add Policy button in the Policies section.
In the Add Policy dialog, enter a Code (unique identifier), a Name, and a Description for the policy.
In the Trigger dropdown, select when the retention period should begin, such as when the content was last modified or created.
In the Retention (days) field, enter how many days to retain the content.
In the Warning (days) field, enter the number of days before the retention period ends to flag content as Ending status.
Select the Automation setting: Default applies the global automation settings; Disabled excludes content under this policy from automation. See Retention Enforcement for details on configuring the global settings.
Optionally, set a Purge Delay (days) to override the global purge delay configured in Retention Enforcement. This is the number of days after the retention period ends before content is permanently purged. Leave blank to use the global purge delay.
Click Apply to add the policy.

Adding a Rule¶

Retention Rules override the default retention policy for specific entities. Instead of one policy for your entire Jira site, rules let you set different retention periods for individual users, groups, projects, or classification levels.

Each entity type has a distinct use case:

User: Applies to content created by a specific user. User rules are well-suited for e-discovery and legal hold scenarios. If a user is under investigation or has left the organization, you can assign a longer or indefinite retention to all content they touched, preserving it for legal review without changing the default policy for anyone else.
Group: Applies to all members of a Jira group. Use this for department-wide retention, such as retaining Legal team content longer than the default or applying a shorter policy to contractor groups.
Project: Applies to all content within a specific project. Use this when a project has its own compliance requirements that differ from the site-wide default, such as a regulated product development project.
Classification Level: Applies based on how content is classified. Use this to match retention periods to data sensitivity, such as retaining Confidential content for 10 years and Public content for 1 year.

Important

If content matches multiple rules, the following override order applies:

User and Group rules take precedence together, then
Classification Level rules, then
Project rules, then
Default Retention if no rules match

When content matches multiple User or Group rules, the rule with the longest retention period applies.

To add a rule:

Click the Add Rule button in the Retention Rules section.
In the Add Rule dialog, select an entity type: User, Group, Project, or Classification Level.
Search for and select the specific entities the rule should apply to.
In the Policy Definition dropdown, select the retention policy to apply. This overrides the default retention policy for any content that matches the rule.
To limit the rule to a specific date range, toggle Apply to a time frame and set the start and end dates. Content matches if its creation date or last-modified date falls within the range.
Click Apply to save the rule.

Adding a rule — Example User Retention Rule

Setting Up Classification¶

Classification lets you categorize content in Jira by sensitivity level. Configure classification on the Classification tab, where you define the available levels, set a global default, and create rules that assign default levels to specific entities such as projects. Users with edit permission on an issue can also view and set classification levels directly on their content, giving them a way to override the project or global default when needed.

The Classification tab has four sections:

Section	Purpose
Default Classification	The site-wide classification level applied to content with no specific level assigned.
Classification Rules	Rules that assign a default classification level to specific entities such as projects.
Classification Levels	Where you define and manage the classification levels available in your instance. Levels are displayed to users in rank order, with lower numbers indicating higher sensitivity.
User Permissions	Controls whether non-admin users can view and set classification levels on their content. See Per-Content Classification for details.

Configure each section as needed and click Save to apply your changes. Use Export and Import to back up and restore your classification configuration. This is especially useful when migrating from Lite to Standard edition or copying your setup to another site.

Adding a Classification Level¶

Click Add Classification Level in the Classification Levels section.
In the Add Classification Level dialog, enter a unique and descriptive name for the new level. In the Definition field, enter the purpose and scope of the classification.
Choose a Color to represent the level's sensitivity.
Choose a Rank for the classification level. Lower numbers indicate higher sensitivity, with rank 1 being the most sensitive.

Adding a Classification Rule¶

Click the Add Rule button in the Classification Rules section.
In the Add Rule dialog, select an entity type, then search for and select the entities the rule should apply to.
In the Classification Level dropdown, select the classification level to assign. This overrides the default classification for matching content.
Click Apply to add the rule.

Per-Content Classification¶

This feature is not available in Lite edition of the app.

The User Permissions section on the Classification tab controls whether non-admin users can interact with classification levels on their content:

Allow users to view classification levels: users can see the classification level applied to content they have read access to.
Allow users to set classification levels: users with edit access can set a per-content override directly on an issue, overriding any classification rule or global default for that item.

See the User's Guide for the end-user workflow, including how to open the Classification panel and restore the inherited classification level.

Auditing Your Content¶

Use the Content Audit tab to review all content and its retention status, apply extensions or classifications, and take action on individual or multiple items. The sections below describe the table layout and available actions.

Discoverability and Legal Liability¶

Content in Jira has the following status levels. For legal and compliance purposes, content is considered discoverable any time anyone, including an admin, can access or recover it.

Content Status	Visibility	Discoverable
Live	Anyone with access can view	Yes
Archived	Accessible via direct links to anyone with read access	Yes
Purged	No longer visible or recoverable. Any trace of the content is removed.	No

Archiving content is not enough. As long as someone can access an issue in Jira, that content remains discoverable for legal and compliance purposes. Actively maintain a policy that accounts for what should and should not be discoverable, in consultation with your Legal, CISO, and HR teams.

Understanding the Content Audit Table¶

The Content Audit table lists every issue you have access to. The columns are organized into three groups: retention, classification, and details.

Retention¶

Column	Description
Retention Status	Where the item sits in its retention lifecycle: Retained, Ending, Ended, Extended, or Evergreen. See Retention Statuses and Discoverability for definitions.
Status	The current visibility state of the content: Live (accessible and discoverable) or Archived (accessible via direct links). Purged content no longer appears in the audit table.
Trigger	When the retention clock started, such as Last Modified or Created. This is set when you create a policy.
Retention Started	The date the retention period began, based on the Trigger value. Shown with a relative time (e.g., "6 months ago").
Retention Ending	The calculated expiration date: Retention Started plus the Retention (days) from the applied policy. Shown with a relative time (e.g., "in 2 years").
Policy	The retention policy code governing the item (e.g., RET3Y-COMM). Admins can control whether this column is visible to non-admin users in the User Permissions section of the Policies tab.

Classification¶

Column	Description
Classification Level	The sensitivity level currently applied to the item.
Classification Source	How the classification level was assigned: Rules (from a classification rule) or User (set by a user with edit access on the issue). In Lite edition, per-content classification is not supported, so all content will show Rules as the source.

Details¶

Column	Description
Parent	The Jira project where the content lives.
Type	The issue type.
Title	The hyperlinked title of the issue. Click to open the issue.

Filtering and Searching¶

With thousands of items in the audit table, you'll want to quickly find what matters. Use Filters to narrow by specific criteria or Search for keyword matching across issue titles.

Click Filters above the table to open the filter dialog. Each category narrows results independently, and they combine when applied together:

Retention status: Filter by Retained, Ending, Ended, Extended, or Evergreen. Start here if you're looking for content approaching or past its retention deadline.
Type: Filter by issue type.
Status: Filter by Live, Archived, or Archived by Project. Use this to find content that has been moved but not yet purged.
Applied policy: Filter by the retention policy code (e.g., RET3Y-COMM) to see how a specific policy is affecting your content.
Classification level: Filter by sensitivity level (e.g., Internal, Confidential, Restricted) to audit whether sensitive content has the correct retention treatment.
Classification source: Filter by Rules or User to distinguish between rule-inherited and user-set classifications.

Click Apply to narrow your results, or Cancel to discard changes.

For keyword searches, use the Search box in the upper-right corner of the table. It matches your input against the text displayed in each row, including project names and issue titles, so you can quickly find specific issues without knowing their exact name.

Managing Extensions¶

Select one or more items and use the extension buttons to manage their retention periods:

Add Extensions: extend the retention period for selected content. Two extension types are available: * Indefinite (evergreen): marks content so it never expires against a retention policy. * Extend to a specific date: sets an explicit future expiration date for the content.
Update Extensions: modify the date or type of an existing extension on selected items.
Remove Extensions: remove an extension, returning content to its policy-governed retention period.

Info

Extensions apply to individual items and take precedence over all policy settings, including retention rules.

Lite edition limits the total number of extensions to 100.

Adding extension — Extending an issue to a specific date

Classifying Content¶

This feature is not available in Lite edition of the app.

Select one or more items and click Classify to assign a classification level directly from the audit table. This is the bulk equivalent of the per-content classification feature available to users on individual issues. Like the per-content panel, it overrides classification rules per issue. Use this when your audit reveals items that are misclassified or not yet classified, and you want to correct them without opening each issue individually.

Archiving and Purging Manually¶

This feature is not available in Lite edition of the app.

Danger

Purging is irreversible. Content cannot be recovered after it has been purged.

The Archive and Purge buttons let you act on specific items from the audit view, without waiting for automation.

Archive: moves selected content to an archived state. Requires Jira Premium or Enterprise. Use this for content in Ending or Ended status that should be preserved but made inactive.
Purge: permanently removes selected content from your Jira instance.

These are the manual counterparts to the automated archiving and purging configured on the Automation tab.

Automation¶

This feature is not available in Lite edition of the app.

Use the Automation tab to configure two features: retention enforcement (archiving and purging) and audit log retention. Each feature operates independently and can be enabled or disabled without affecting the others.

Retention Enforcement¶

Danger

Once automation is on, expired content will be archived or purged according to your policies. Purged content cannot be recovered.

Before enabling automation, complete a thorough review using the Content Audit tab. Verify that your retention policies and classification rules are producing the results you expect, update any rules that need adjustment, and apply extensions or per-content classification overrides for anything that needs special handling.

The Retention Enforcement section lets you schedule the retention lifecycle:

Automatic archiving: When content enters the Ending status (during the configured warning period before retention ends), it can be automatically archived.
Automatic purging: When content reaches the end of its retention period, it is purged after a configurable delay. Purged content is irrecoverable and no longer discoverable.

Click the Automation tab.
Under Retention Enforcement, enable Automatic archiving if you want content archived when it enters the Ending status.
Enable Automatic purging if you want content permanently removed after the delay period.
Set the Purge delay after the retention period ends (days). A few days provide a buffer in case content that should have been retained was not flagged in time.
Click Save.

Audit Log Retention¶

In the Automation tab overview above, locate the Audit Log Retention section to control automatic cleanup of old audit log entries:

Toggle Audit log retention to ON.
Set Retain audit logs for (days). The minimum is 30 days.
Click Save.

When enabled, entries older than the configured period are automatically deleted. Disable this setting to keep all audit log entries indefinitely.

Delegation¶

This feature is not available in Lite edition of the app.

Delegation allows you to share Content Retention Manager admin access with users who don't hold the Jira Admin role. Members of delegated groups can create and manage retention policies and classification levels, including policies that govern content they cannot delete in Jira. Delegate only to trusted users who understand your organization's retention policies.

There are a few key differences between a Jira admin and a delegated admin:

Only a Jira admin can modify delegation settings. A delegated admin can view but cannot change these settings.
Adding a user as a delegated admin does not alter their Jira permissions. In the Content Audit tab, a delegated admin can only see content they have read access to in Jira, and can only use the Purge button on content they could delete in Jira. However, by modifying policies, classification rules, and definitions, or by enabling automation, a delegated admin can affect the retention and classification of all content on the site, including content they cannot directly access.

To review and modify the delegation, click the Delegation tab.

To add groups:

Click the Add Groups button above the table.
In the dialog, select the groups to delegate to. Only groups with the User access type (non-admin groups) are shown.
Acknowledge the warning and click Add Group to confirm.
Click Save to apply your changes.

Add delegation groups — Add groups as admin delegates in Content Retention Manager

Audit Log¶

The audit log is a permanent record showing who set or updated a policy, defined an extension, or archived or purged content, and when. If an issue is archived or purged by automation, it appears in the log. The log records content by ID only, not the content itself.

About¶

The About tab provides a quick reference for your installed version and links to helpful resources. It displays the app name and version number (e.g., v4.7.0). Use this version number when contacting support so the team can assist you more effectively.

Under Resources, you'll find links to documentation hosted on this site:

How It Works: Overview of how Content Retention Manager works under the hood.
Quick Start: Step-by-step guide to get up and running quickly.
Release Notes: Changelog for all past and current releases.
Glossary: Definitions of key terms used throughout the documentation.

Under Support, you'll find a link to the Opus Guard Support Portal where you can submit tickets or browse existing knowledge base articles.