> For the complete documentation index, see [llms.txt](https://docs.ixhello.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ixhello.com/ixhc/general/retrospective-redaction-user-guide.md).

# Retrospective Redaction User Guide

### Overview

The Retrospective Redaction feature enables administrators to identify and anonymize sensitive information within historical conversation data that has already been stored in the system.

While Anonymization Strategies protect data during document ingestion and future processing, Retrospective Redaction focuses on previously stored conversation records, ensuring that historical data also complies with privacy, security, and regulatory requirements.

With this enhancement, users can schedule, manage, monitor, and execute redaction jobs directly from the application interface without requiring access to AWS services or manual backend configuration.

***

### Key Benefits

* Protect historical conversations containing sensitive information.
* Schedule automated redaction jobs.
* Execute redaction immediately using the Run Now option.
* Monitor schedule status and execution results from a centralized dashboard.
* Reduce dependency on backend or cloud service configuration.
* Help organizations meet privacy and compliance requirements.

***

### Accessing Retrospective Redaction

A dedicated **Retrospective Redaction** option is available in the application navigation menu.

The Retrospective Redaction page provides:

* Existing schedules
* Create Schedule functionality
* Search and filtering options
* Schedule status tracking
* Execution history
* Processing information
* Schedule management actions

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FXBtWexnwlKi7LYyIBjt9%2Fimage.png?alt=media&amp;token=91f0c76b-36d7-4d8e-97a3-625def5397bc" alt=""><figcaption></figcaption></figure>

***

### Role-Based Access

Access to create and manage redaction schedules is controlled by user roles.

| Role           | Access Level                                                         |
| -------------- | -------------------------------------------------------------------- |
| Org Admin      | Can schedule redaction for all Assistant IDs across the organization |
| Platform Admin | Can schedule redaction for all Assistant IDs across the organization |
| Support Admin  | Can schedule redaction for all Assistant IDs across the organization |
| Employee       | Can schedule redaction only for Assistant IDs they own               |

***

## Creating a Redaction Schedule

### Steps

1. Navigate to Retrospective Redaction.
2. Click Create Schedule.
3. Select an Assistant ID.
4. Choose a Schedule Type.
5. Configure the required schedule details.
6. Save the schedule.

Once saved, the schedule becomes available in the dashboard and can be monitored through the schedule list.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FtCrLt3TBmp8GWfmYkqyz%2Fimage.png?alt=media&amp;token=2869e9b6-0f92-44e0-ae8f-89b54edb8548" alt="" width="563"><figcaption></figcaption></figure>

***

### Schedule Configuration

#### Assistant ID

The Assistant ID identifies the assistant whose conversation history will be processed.

Only authorized Assistant IDs are available based on the user's role and permissions.

***

#### Target Function

The Target Lambda Function is displayed as a **read-only field** and does not require user modification.

This function is automatically used to execute the redaction process.

***

### Schedule Types

#### One-Time Schedule

A One-Time Schedule executes the redaction process once at a specific date and time.

**Configuration Requirements**

* Select the execution date.
* Select the execution time.
* The selected date and time must be in the future.
* The system automatically converts the selected time to UTC before scheduling execution.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2Fw7jU3tDOBmVdDjZeQQk4%2Fimage.png?alt=media&amp;token=63335c5d-faab-4adc-b9f7-99b161745877" alt="" width="563"><figcaption></figcaption></figure>

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2Fa9xX2vRwcicBNamsWusC%2Fimage.png?alt=media&amp;token=e50df595-e786-42d9-8ea4-dfc9176383a0" alt="" width="563"><figcaption></figcaption></figure>

Once the schedule is created, it will be listed in the table of schedule redaction of conversation history.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FCbE8DXFFB1uqOKSu1p04%2Fimage.png?alt=media&amp;token=48c6db7d-9487-4d58-9877-221715ca450d" alt=""><figcaption></figcaption></figure>

When you click on the details , the Details link allows administrators to view the outcome of a redaction job after it has been executed. It provides execution-specific information about the scheduled redaction process.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FrrWbV5HsXxJ9MKe5mpEG%2Fimage.png?alt=media&amp;token=41ac021d-562c-48b8-bfef-071681e5c225" alt=""><figcaption></figcaption></figure>

**Recommended Use Cases**

* Compliance audits
* Historical data cleanup
* Immediate privacy remediation activities
* One-time data governance initiatives

***

#### Recurring Schedule

A Recurring Schedule executes the redaction process repeatedly based on a configured frequency.

**Examples**

* Every 15 minutes
* Every hour
* Daily
* Weekly
* Monthly

Recurring schedules are useful when conversation data is continuously generated and regular redaction is required.

**Recommended Use Cases**

* Continuous compliance monitoring
* Ongoing data privacy enforcement
* Automated maintenance of conversation history

***

#### Custom Cron Schedule

For advanced scheduling requirements, users can configure a custom AWS Cron expression.

This option provides greater flexibility for organizations that require complex scheduling patterns beyond standard recurring intervals.

***

### Run Now

The **Run Now** option allows users to execute redaction immediately without waiting for the configured schedule.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FmSy1tCNIPmT2YsrkocmP%2Fimage.png?alt=media&amp;token=0b614030-3570-4c3a-a49a-9213967a48d1" alt=""><figcaption></figcaption></figure>

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2Ff38Y7N54K0ntrQGcYyE6%2Fimage.png?alt=media&amp;token=ac8bc5b7-3112-4ed8-afa1-a107b2a0549a" alt=""><figcaption></figcaption></figure>

Once run now action is completed, the status changes to completed.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2F6FxIpwdWAOzs8LF8iXMf%2Fimage.png?alt=media&amp;token=df55d438-1d9b-4ed4-b334-17dc04bf5ffa" alt=""><figcaption></figcaption></figure>

When you click on the details, the Details link allows administrators to view the outcome of a redaction job after it has been executed. It provides execution-specific information about the scheduled redaction process.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FRsDfVGG4s4CFWcdkRS8r%2Fimage.png?alt=media&amp;token=36533abf-ab4b-4477-a6a1-6ca50ccd8a2e" alt="" width="563"><figcaption></figcaption></figure>

#### Use Cases

* Urgent redaction requests
* Validation and testing of redaction configuration
* Immediate cleanup of newly identified sensitive information

***

## Redaction Processing

When a scheduled or manual redaction job is triggered, the system performs the following actions:

1. Identifies the selected Assistant.
2. Retrieves conversation history associated with the Assistant.
3. Filters records based on the configured processing scope.
4. Detects sensitive information.
5. Applies the configured anonymization or redaction strategy.
6. Updates the redacted conversation records.
7. Generates an execution log.
8. Stores the processing results for monitoring and reporting.

***

## Monitoring Redaction Jobs

The Retrospective Redaction dashboard provides visibility into scheduled and completed executions.

Administrators can track:

| Field             | Description                              |
| ----------------- | ---------------------------------------- |
| Schedule Name     | Name of the configured schedule          |
| Assistant ID      | Assistant being processed                |
| Status            | Current schedule or execution status     |
| Scheduled Time    | Configured execution time                |
| Next Run Time     | Next scheduled execution                 |
| Process Count     | Number of conversations processed        |
| Error Details     | Any processing errors encountered        |
| Execution History | Historical execution details and results |

***

### Search and Filtering

The dashboard includes search and filtering capabilities, allowing users to:

* Locate schedules quickly.
* View schedules by status.
* Filter schedules by Assistant ID.
* Review completed or pending executions.

***

## Execution Results

After a redaction job completes, execution details are available from the dashboard.

Users can review:

* Processing status
* Number of records processed
* Success or failure details
* Execution timestamp
* Associated Assistant ID

This information helps administrators verify that historical data has been successfully redacted.

***

#### Schedule Time Validation

For one-time schedules:

* The selected date and time must be in the future.
* Invalid dates or past timestamps cannot be scheduled.

***

#### Assistant Ownership Validation

Employees can create schedules only for assistants they own, while administrative roles can manage schedules for all assistants within the organization.

***

## Conclusion

The Retrospective Redaction feature provides a centralized and user-friendly way to anonymize sensitive information within historical conversation data. By enabling scheduled and on-demand redaction directly from the application, organizations can maintain data privacy, support compliance requirements, and ensure that both historical and future conversation records remain protected.


---

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