Who can use this feature?
- Refer to user licenses for access limitations to features
- Default historical data is available on all plans, except where noted
- Extended data retention is available as a premier or add-on feature
Default system policies
Totango retains historical data based on default system policies. Historical data varies by object type (see below). Items marked with a yellow asterisk (*) are available for extended data retention.
This article refers to historical retention and system items. For record retention of your individual customer entities (e.g., accounts, users, collections), global admins and users with advanced permissions can optionally configure data retention policies or archive accounts manually.
| Item | Details |
|---|---|
| Account history* |
90 days (free trial) | 365 days (default) |
| User history | No historical data for user objects |
| Collection history | No historical data for collection objects |
| Tasks and touchpoints | Not deleted |
| Touchpoint info in segments | 6 months |
| Relative changes in numeric attributes | 365 days |
| Lifecycle stage days count | Not deleted (days count does not reset) |
| Assets | Not deleted. If the asset is a link it will get deleted once the source link gets deleted. |
| campaigns, segments, SuccessBLOCs, SuccessPlays | Not deleted |
Extended data retention
Totango offers extended time frames for viewing historical data (premier feature). The extended data retention add-on provides enhanced options in the following areas:
- Account profile (see details)
- Scorecard KPIs (see details)
- Segment filters and columns (see details)
Extended data retention: Account profile
Extended historical data options on the account profile include the following:
| Description | Maximum (Default) |
Maximum (Extended) |
|
|---|---|---|---|
| Historical attribute change log | Recent Changes and All Attributes tabs on the account profile (chart icon) | 365 days | 3 years |
| Health widget | Week-over-week historical trend | 6 months | 18 months |
| Value metrics | Engagement, Usage Frequency, License Utilization, etc. | 365 days | 3 years See supported intervals below |
Once enabled, you will not immediately see the last 3 years. Totango starts indexing values out to 3 years, starting from day 365 → 366 → 367.
View supported intervals for value metrics
Example:
| Interval | Default | Extended |
|---|---|---|
| Last 90 days |
✓ | ✓ |
| Last 24 weeks | ✓ |
✓ |
| Last 52 weeks | ✓ | ✓ |
| Last 78 weeks | - | ✓ (up to the last 18 months) |
| Last 12 months | ✓ | ✓ |
| Last 18 months |
- | ✓ |
| Last 24 months | - |
✓ |
| Last 36 months | - | ✓ (up to the last 3 years) |
| Last 4 quarters | ✓ | ✓ |
| Last 6 quarters | - | ✓ |
| Last 8 quarters | - | ✓ |
| Last 12 quarters | - | ✓ (up to the last 3 years) |
Extended data retention: Scorecard KPIs
Extended historical data options on in scorecards include the following:
| Scope | Default | Extended | |
|---|---|---|---|
| Number, Trendline, Bar Chart | KPI properties for Interval and Time Range (See supported time ranges below) |
Daily, Weekly, Monthly | + Quarterly |
View supported intervals for KPI time ranges
| Interval | Default | Extended |
|---|---|---|
| Daily | ||
| Last Day |
✓ | ✓ |
| Last 3 Days | ✓ |
✓ |
| Last 7 Days | ✓ | ✓ |
| Last 14 Days | - | ✓ |
| Last 30 Days | ✓ | ✓ |
| Last 90 Days |
✓ | ✓ |
| Last 180 Days | ✓ | ✓ |
| Last 365 Days | ✓ | ✓ |
| Weekly (Daily intervals +) | ||
| Last 18 Months | - | ✓ |
| Monthly, Quarterly (Daily and weekly intervals +) | ||
| Last 2 Years | - | ✓ |
| Last 3 Years | - | ✓ |
Extended data retention: Segment filters and columns
Extended historical data options for segmentation data points include the following account-level filters and columns:
| Description | Default | Extended |
|---|---|---|
| Filters | ||
| Previous Health Rank (week ending) | - | ✓ See supported options below |
| Previous Health Score (week ending) | - | ✓ See supported options below |
| Columns | ||
| Previous Health Rank | ✓ | ✓ |
| Previous Health Rank Week Ending | - | ✓ See supported options below |
| Previous Health Score Week Ending | - | ✓ See supported options below |
Health rank is a choice between Good/Average/Poor. (e.g., show me customers in Good health). Score is the numeric calculated score (e.g., show me the customers with health above 80). Learn more.
View supported filter options
View supported column options
FAQs
Question: Do you delete objects?
Answer: By default, no objects are deleted from the UI. Global admins and users with advanced permissions can optionally configure data retention policies for individual objects.
Question: Are account objects purged after 365 days?
Answer: No, this value refers to historical changes for an account (attribute change log). Active customer accounts are not deleted. See data retention policies for inactive accounts, or learn more about archiving accounts.
Question: What does touchpoint info in segments mean?
Answer: This refers to the touchpoint collection segment. We show 12 months of data in this segment. The touchpoint itself remains visible from the timeline in the related account profile.
Question: What about health data?
Answer: Health reporting stays in the product for 365 days. The health widget on the account profile shows 6 months back (default), unless you have extended data retention.