Delete Historical Versions of File Field Rule

  • Updated on Aug 23, 2025
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Overview

The Delete Historical Versions of File Field automation rule helps you manage storage by automatically deleting previous file versions while retaining the latest version.

How to create the rule

Important: Before configuring the Delete Historical Versions of File Field automation rule, ensure the following prerequisites are met:

  • The file field is Universal File Field.

  • Version control is enabled for the module and selected File field.

  • The module includes a configured workflow with transitions to which the rule can be assigned.

Rule Configuration

To configure automation rule, follow these steps:

  1. Navigate to Automation Rules (see Automation Rules Overview for more details)

  2. Click the Add Rule button

  3. Complete the Basic Info section:

    1. Enter a Name and, optionally, a Description.

    2. From the Type dropdown, select Delete Historical Versions of File Field.

  4. In the Conditions section, select a Module. If needed, specify Filter Criteria to configure the conditions that will trigger the rule.

  5. Configure Actions

    1. Select the File Field(s) from which historical (previous) versions should be deleted.

  6. Click Save to confirm your settings and create a rule.

Configuration of Workflow

  1. Go to Site Configuration → {Module} → Workflow

  2. Locate the workflow transition that should trigger the rule and click Edit

  3. In the Run Automation Rules section, select the rule you previously configured

  4. Click OK to save your changes

Executing the Automation Rule

The rule can be triggered by status transitions across various contexts, including item view, bulk status updates, and transitions within the proofing view. Upon execution, all previous file versions and their renditions are deleted from the selected field(s), with only the latest version and its renditions retained. A background job notification titled ‘Clean-up of Historical File Versions’ is generated and tracked for the user who initiated the status change. The notification includes an ‘Open Item’ button to access the specific item, or an ‘Open Module’ button in the case of a bulk status transition.

Note:

  • All previous file versions are deleted regardless of the ‘Enable Download File’ setting on media holders or custom media holders.

  • If ‘Promotions’ is used for versioning, previously promoted versions are not preserved—they are also deleted.

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