Setting limits for folders, users, and groups

Limits allow you to delete report instances on a regular basis. You set limits to automate regular clean-ups of old Crystal Enterprise content. Limits that you set on a folder affect all objects that are contained within the folder. At the folder level, you can limit the number of instances that remain on the system for each object or for each user or group; you can also limit the number of days that an instance remains on the system for a user or group.

Follow this procedure to enforce default limits on a folder that you have just created. For more information on limits, see Setting instance limits for an object.

To limit instances at the folder level

1. Once you've created the new folder, click its Limits tab.

   

2. Modify the available settings according to the types of instance limits that you want to implement, and click Update after each change.

   The available settings are:

   • Delete excess instances when there are more than N instances of an object

     To limit the number of instances per object, select this check box. Then type the maximum number of instances that you want to remain on the system. (The default value is 100.)

   • Delete excess instances for the following users/groups

     To limit the number of instances per user or group, click Add/Remove in this area. Select from the available users and groups and click OK. Then type the maximum number of instances in the Instance Limit column. (The default value is 100.)

   • Delete instances after N days for the following users/groups

     To limit the age of instances per user or group, click Add/Remove in this area. Select from the available users and groups and click OK. Then type the maximum age of instances in the Maximum Days column. (The default value is 100.)

   In this example, two settings have been combined to keep a maximum of 50 instances of any object in the folder, and to keep a maximum of 25 instances that belong to any member of the Administrators group.