Configuring a File Retention Policy

Hosted~FTP~’s file retention policy feature allows admins to set-up rules in your infrastructure, and when those criteria are met, to automatically delete files in your account. This feature is available starting at the Enterprise T2 bundle and above.

*Note: Please carefully read the rules and syntax parameters before activating your file retention policy. This is a destructive process that will permanently delete your files and be unrecoverable. Please contact our support team for any advanced setup requirements.

Adding a new file retention policy

Going to the Policy tab, you’ll find a list of your existing policies in place to manage, or add a new policy. Click on the Add button located on the right-side menu to add a new policy. Please see table below to understand what to input into each field.


  • The rule is set on the owner of the folder and not the shared folder. (I.e. if you add a username in User + and they have read/write permissions to a shared folder – the rule will not work)
  • Files are deleted based on their “Uploaded” date aka creation date which is defined as the date when the file was uploaded to the FTP site. Although the FTP and SFTP protocols allow you to set the last modified date to be different from the created date, the file retention policy feature works only against the Uploaded date.
  • Folders/sub-folders are not deleted and will remain regardless of the last modified or uploaded date, only files are subject to the policy.
  • Files are deleted permanently. After the file retention policy deletes a file, it cannot be recovered.
  • The policy will run only once a day overnight, you will not see the results until the next day.

A screenshot explaining the different fields to setup the file retention policy

Field Description Example
Policy Name Name of the policy
Action Default is Delete. Cannot be changed.
User + Use a * to include all users in your account, or add specific users and separate by a space


  • Only include the usernames that own the folders you want the rule to run for
This example entry includes 3 different users as the folder owners separated by a space:

User1 User-2 User_3

User – Exclude users who you do not want to be affected by this policy Same rule applies as User +
Folder + Use a * to include all folders, or specify the folder path (You can enable the include subfolders option).

Multiple folder paths are separated by a space, whereas spaces in the folder path are replaced with a \s 


  • Beginning of a folder path must have two forward slashes (//). i.e. //Mainfolder
  • Multiple folder paths or users can be separated by a space ” “.
  • If a folder path has a space, replace with syntax \s i.e.  /Main folder must be inputted as //Main\sfolder
This example entry includes 2 folder paths with a space:

/Mainfolder/sub folder and /Mainfolder/sub folder 2

will become

//Mainfolder/sub\sfolder/ //Mainfolder/sub\sfolder\s2/

Folder – Exclude folders here separated by a space between multiple folder paths Same rule applies as Folder +
File + Use a * to include all file extensions, or include specific file extensions and separate by a space This example entry includes 3 different file extensions separated by a space:


File – Exclude file extensions here Same rule applies as File +
Other Criteria Default is The uploaded date is older than. Cannot be changed.
Time Amount The amount of the unit specified
Time Unit Select your unit to measure the time amount: days, weeks, months, years
JavaScript Include any JavaScript here to customize the policy (contact for additional assistance)
Active Check marking this option will enable the policy. Un-checking the option will disable the policy. The rule will only run once a day, overnight.


Once your settings have been confirmed, please click on Save to keep your policy saved. If the Active checkbox is enabled, as a result, it will also turn on the policy immediately. The policy will run only once a day overnight, you will not see the results until the next day.


Getting Started
Signing up for a Free Trial
Basic steps to Setup
Purchasing your account
Choosing the right account type: Enterprise and SMB
Logging into your account
How to login with a Web Browser
How to Login to an FTP client via FTP
How to Login to an FTP Client via SFTP
Logging in by FTP URL with Username and Password
Reset and change your password
How to Update an Expired Password
Administrator Initial Setup
Account-level options
Force Secure Protocols only (FTPS/HTTPS/SFTP)
Enabling a Password Policy
Enabling CJIS Compliance Policy
Add IP whitelisting
Configuring Web Access
Configuring FTP/SFTP Access
Implementing Multiple Administrators
Adding branding to your account
Branding Contact Logins
Creating a Custom Subdomain (
Web Interface
Home Tab
Files Tab
Contacts Tab
Users Tab
Plugin Tab
Setup Tab
Adding a User or Contact
Adding a Contact by Email Address
Add a User by Email Address
Add a User by Username
Using Groups
Account setup PDF Guides (*.pdf)
Activated Account Limits
Shared Folders
Configuring for Restricted Shared Folders (FUSN)
Creating Folder Structures for Sharing
Detailed Steps to Sharing Files/Folders
Managing Shared Folder Privileges
Add real-time notifications to uploads/downloads
Audit logs and Real-time Reports
Using Real-time Reports
Example Report Filters
More Example Report Filters
Exporting a Report
Enable audit logs for logins, file transfers, and deletes
Accessing and viewing your audit logs
Steps to sharing the logs folder
Anonymous Access
Creating A Public Link
Anonymously Sharing Files and Folders
Transferring Files
Uploading Files by Web Browser
Uploading Files by FTP Client
Download your FTP/SFTP server files from any browser
Download files with an FTP client
Using the Send function to securely send files through a web-based link
Using the Send function from your Files tab
Managing Mail Events (Send and Receive function)
Drag & Drop
Uploading Multiple Files with Drag and Drop
Enabling Drag & Drop on Legacy IE Browsers
Website Plugin
Integrating the Upload Plugin into your Website and Business
Web Plugin Overview and Guide
Plugin Brand Customization
Embed the Plugin into Your Website
Adding Additional Security (CAPTCHA, Password)
Security and Compliance Info
Security Model Overview
Security Model Details
Multi-Factor Authentication
MFA Initial setup for a standard user by Admin
MFA by User (Multi-Factor Authentication)
MFA reset on managed user
MFA reset on a standard user
Configuring Single Sign-On (SSO) for your account
Configuring Okta with OpenID
Configuring AzureAD with OpenID
Enabling Single Sign-On (SSO) for user logins
Certificate & Host Key Info
SSL Certificate Info
Trusting the Hosted~FTP~ SSL Certificate
SSL Server Test
FTPS Host Keys
SFTP (RSA/DSA) Host Keys
Configuring PKI Support
Compliance Info
WCAG 2.0
Bundle Features
Hosted~FTP~ vs. AWS Transfer Family
Group vs. Enterprise bundle features
Enterprise T1 vs. T2 Bundle Comparison
Enterprise T2 Plan Features
Different user types and function comparisons
Difference between users and contacts
Sync Feature
Configuring a Sync to SFTP Gateway
Configuring a Sync to S3 Gateway
Regular expressions with Sync feature
File Retention Policy
Configuring a File Retention Policy
File Retention Policy Examples
Account Management
Purchasing your account
Payments & Billing
Choosing a payment plan
Renewing an expired account
Changing a Bundle or Payment Plan
Changing Credit Card Information
Reviewing billing statements
Trial Account Limits
How is Storage Calculated?
Reviewing account resources and usage
Switching Account Bundles
Changing the Account Administrator
Administrator Access to User Accounts
Cancelling an Account
FTP/FTPS/SFTP Connections
Hosted~FTP~ IP Addresses
SFTP (RSA/DSA) Host Keys
Connect with Plain FTP
Connect with Secure FTPS/SFTP
Connecting with an FTP Client
Command Line (CLI)
How to connect to your remote site using the command line
How to login to SFTP with one line on Linux
Understanding FTP commands in the command line
Connecting through SFTP by Command Line (CMD)
Using PKI keys to connect to Hosted~FTP~ on linux
Importing PuttyGen PKI Keys to Linux
FTP/FTPeS command line error codes and their meaning
Windows Network Locations
Add Network Location Windows XP
Add Network Location Windows 10/8/7
Connecting from a Mac Computer Terminal
Using Filezilla with FTP/FTPS
Using FileZilla with SFTP
Connecting to WebDrive
Using WebDrive
Installing WinSCP
Uploading & Downloading with WinSCP
WinSCP Scripting
Executing WINSCP script from a saved site
Executing WINSCP script without a saved site
Transfer new and updated files only
Backup Scripts with WinSCP
Keep Folders up to date
Uploading & Downloading with AndFTP
Searching, Resume Support & Third-party Sharing with AndFTP
FTP, SFTP Use Cases in Industries
EDI document transfers
Integrating the Upload Plugin into your Website and Business
Real Estate
Call Center
Best Practices
Use Cases
Exporting EDI files to FTP for download
User Optimization
Create a Managed User
Giving a User Read-only Access
Giving a User Full Access
Default FTP Folder Destination
Set a 0GB Storage Quota
Deleting a User and Keeping their Files
Importing Multiple Users & Shared Folders
Importing Users in Bulk – Syntax and Definitions
Importing Restricted Shared Folders in Bulk – Syntax and Definitions
Detailed Steps and Example Templates for Importing
Exporting a User List
Combine multiple audit logs
Managing FTP Files and Storage in your Account
Moving Files from a User to an Administrator
Video Tutorials
Web Interface
Home Tab
Files Tab
Web Plugin
AndFTP – Connecting, uploading and downloading
AndFTP – Searching, resume support and third-party sharing
WinSCP – Downloading, Installing and Understanding
WinSCP – Connecting with FTP, FTPS, SFTP, uploading and downloading
WinSCP Backup Script
Cyberduck– Connecting with FTP,FTPS, SFTP, Uploading and Downloading
Cyberduck– Quick Look, Transfer Queue and Synchronizing
Cyberduck – Bookmarks, Editing and using Multiple Connections
FileZilla -Downloading, Installing and Understanding FileZilla
FileZilla – Connecting with FTP, FTPS, SFTP and uploading and downloading
FileZilla – Importing/Exporting Site Connections, Editing and Logs
FileZilla Tools – Bookmarking, Searching, using Multiple Connections
Our FTP Client Reviews
Desktop FTP Client Summary
Mobile FTP Client Summary
PSFTP Review : Our Rating 7.5/10
NetDrive Review: Our Rating 8.5/10
Filezilla Review: Our Rating 9/10
AndFTP Review:Our Rating 7.8/10
ES File Manager Review: Our Rating 5/10
FTP Ready Review:Our Rating 5/10
FTP On The Go Review:Our Rating 8/10
CyberDuck Review: Our Rating 9/10
Classic FTP Review: Our Rating 8/10
WebDrive Review: Our Rating 9.5/10
Fling FTP Review: Our Rating 9/10
SmartFTP Review: Our Rating 7/10
MultCloud Review: Our Rating 10/10
Hosted~FTP~ Quota Messages and Definitions
FTP/FTPeS command line error codes and their meaning
Troubleshooting FTP in the command line and common errors.
No matching host key found
Storage Quota Notification: Remedial action
Troubleshooting FTP in the command line and common errors.
Troubleshooting “Can’t verify publisher”
Troubleshooting Drag and Drop
Drag and Drop Troubleshooting for Mac
Troubleshooting FTP/SFTP client connection problems
Troubleshooting slow upload speeds on Windows
No matching host key found
File not visible to admin
File uploaded successfully but not visible in account
Usernames – Guidelines and Restrictions
Download Center
Contact Sales & Support
Joining GoToMeeting by Browser
Joining GoToMeeting by Client