Teams & Enterprise

Manage usage and data retention

Set usage limits for teams and people, see who uses what, choose how long data is kept, and place legal holds.

Limits and reports show how your Livespace uses Dvina and let you share it fairly. Retention decides how long data is kept, and legal holds keep what a case needs, whatever anyone deletes.

Both come with the Enterprise plan. Owners and admins open them in Settings › Limits & Reports and Settings › Retention.

Watch the Livespace pool

If your plan includes a usage pool for the whole Livespace, Livespace Pool shows how much of it is used this month and when it renews.

Choose what happens When the pool runs out: Stop or Keep going.

Set usage limits

A limit is a share of usage you give to teams and people, as a multiple of your plan's allowance.

  1. In Settings › Limits & Reports, under Limits, choose Add Limit.
  2. Give it a Name, like Interns or Engineering.
  3. Choose its Allowance: from 0.25× plan allowance to 10× plan allowance, Plan allowance, or No limit.
  4. Choose Save.

To change a limit, choose it. Teams and people shows how many it's assigned to. To remove it, choose Delete Limit…. The teams and people with that limit go back to the default.

Choose who has which limit

Under Who Has Which Limit:

  • Default for everyone is the limit for anyone without one of their own. Leave it on Plan allowance, or choose one of your limits.
  • To give a team or a person their own limit, choose Assign a Limit, choose the Team or person and the Limit, then choose Assign.

Each team and person with their own limit is listed. To change theirs, choose another limit, or Use the default.

See the usage report

  1. In Limits & Reports, choose Report.
  2. Choose a Period: 7 days, 30 days or 90 days.
  3. Choose By People, Teams or Models.

The report lists the ten biggest users first, with each one's tokens and share of the Livespace's tokens. To get every line, choose Download CSV.

Choose how long data is kept

  1. In Settings › Retention, find Keep Data For.
  2. For each of Chats, Library, Trash, Memory and Proactive, choose how long it's kept: Forever, 30 days, 90 days, 180 days, 1 year, 2 years, 3 years or 7 years.

Everything is kept forever until you choose a shorter period.

Warning

When you shorten a period, Dvina asks first. Once you choose Remove Older Data, data older than the period is removed for good every night, except what a legal hold keeps.

Keeping data longer never asks.

A legal hold keeps data from being deleted, by members or by retention, until you release it.

  1. In Retention, under Legal Holds, choose Place a Legal Hold.
  2. In Who, choose a member, or Everyone in the Livespace.
  3. Under What it covers, turn on the areas to hold: Chats, Library, Trash, Memory or Proactive. Choose none to hold everything.
  4. Add a Note if you like, such as a case number.
  5. Choose Place Hold.

While a hold is in place, a member who tries to delete something it covers sees: "Your admin has placed a legal hold, so this can’t be deleted right now."

  1. In Legal Holds, choose the hold. You see Who, What it covers, its Note and Since when.
  2. Choose Release…, then Release to confirm.

The data can be deleted again, by members and by retention. Released holds stay on record in Released Holds, with the day each was released.

Note

Legal holds outlive the plan. If your Livespace leaves Enterprise, admins still see Retention while it has holds, so they can see and release them. No new hold or period can be set.

Good to know

  • Every change to limits, retention periods and legal holds is recorded in the audit log.
  • Owners, admins and billing admins manage the plan itself in Settings › Plan & Usage. See Plans and billing.