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Workspace settings

The Tenant page is where you set the timezone scheduled scans run on and how Retrievy assigns findings to people on your team. It also holds the admin cleanup tool for releasing claims held by deactivated users. Theme and language sit on a separate per-user page.

Open Settings → Organization → General Settings. At the top of the page you see the tenant identity card showing your workspace name, the workspace ID, and an Operational status badge.

Before you start​

  • The Modify tenant name, timezone, and settings permission (under Settings: Tenant in the role builder). Without it the page is read-only.
  • The Force-release or reassign someone else's claim permission if you want to run the deactivated-user cleanup at the bottom of the page. The button is hidden otherwise.
  • For the personal appearance toggle, no permission is needed. Every user can change their own theme.

Workspace identity​

The card at the top of the page is informational, not editable.

  • Workspace name is set when the workspace is created and is not editable from this page.
  • ID is the internal workspace identifier. Quote it when you open a Retrievy support ticket.
  • Operational is the workspace status badge. If the badge ever changes (for example to a suspended state), open Plans and pricing and resolve the underlying billing issue.

Scheduled Operations: scan timezone​

Scheduled scans, snapshots, and the daily digest email all anchor to one workspace timezone. The default is UTC.

  1. Under the Scheduled Operations heading, click the Scan Timezone dropdown.
  2. Type into the search box (the placeholder reads Search region...) to filter the list. Each entry shows the UTC offset and the IANA timezone name, for example (-03:00) America Sao Paulo.
  3. Click the timezone you want. The dropdown closes automatically.
  4. Click Update Policy.

A confirmation pill labelled Environment Synchronized appears next to the button.

Two things to know before you change this:

  • Scheduled scans and snapshots run at midnight in the timezone you pick.
  • Changing the timezone affects new data only. Historical reports keep their original date stamps.
caution

Changing the workspace timezone shifts the daily digest send time too. If you have Daily assignment digest email turned on, the digest will arrive at the same clock hour you set under Digest send hour below, but interpreted in the new timezone.

Assignment & Attribution​

This section controls how Retrievy assigns findings to people and what happens to those assignments over time. The defaults work for a small ops team. Leave them on unless you have a specific reason to change them.

There are four toggles and two numeric fields. Save with Save Assignment Policy. A confirmation pill labelled Assignment Settings Saved appears next to the button.

Auto-claim on Mark-as-Fixed​

On by default. When a user marks an unassigned finding as fixed, the finding is auto-committed to them so the audit trail records who closed it. Turn this off if you run an explicit-claim workflow where someone must press Claim before they can change a finding's state.

Auto-assign from remediation projects​

On by default. Findings added to a remediation project inherit the project's assignees as owners. If the project has a sole owner, the finding gets that owner. If the project has a team, the team becomes the co-assignees.

Lock status transitions to the assignee​

On by default. Once a finding is committed to an owner, only that owner (or an admin with Force-release or reassign someone else's claim) can move the card on the Hardening Kanban board. Turn it off to let anyone with Move cards and manage Kanban workflow drag any card.

Daily assignment digest email​

On by default. Retrievy buffers assignment events (new claims, reassignments, releases, stale-timeout returns) and sends each user one grouped email per day instead of one email per event. Turn it off if your team would rather get an email per event, but expect inbox volume.

Stale claim timeout (days)​

Defaults to 14. A claim that's been sitting in Pending Verification without a scanner-verified fix for this many days auto-releases back to the open pool, so a stalled finding doesn't get stuck on someone's plate. Valid range: 1 to 365.

Digest send hour​

Defaults to 8 (8 a.m.). The hour of day the daily digest email goes out, interpreted in the workspace timezone configured above. Valid range: 0 to 23.

Clear assignments for deactivated users​

When you block a user (for example, when someone leaves the team), any committed claims and co-assignee rows they hold stay attached to their now-inactive account. The findings can't move because the assignee no longer has access. This tool releases every committed claim and co-assignee row held by users whose account is currently blocked, so those findings rejoin the open pool.

  1. Deactivate the user first via Settings → Organization → Team Members.
  2. On the Tenant page, scroll to the bottom and find the amber Clear assignments for deactivated users panel.
  3. Click Run cleanup. A confirmation prompt appears.
  4. Confirm. A toast reports how many assignments were released.
warning

Cleanup is not reversible. Once released, the findings rejoin the open pool with no record of the previous assignee on the card. The audit log still records the release for compliance review.

If the button is hidden, your role is missing Force-release or reassign someone else's claim. Ask an admin to grant it, or to run the cleanup on your behalf.

Personal appearance​

Theme is a per-user setting, not a workspace setting. Every member of the workspace picks their own and it doesn't affect anyone else.

Open Settings → Appearance. Pick one of three options:

  • Light: light theme regardless of your OS preference.
  • Dark: dark theme regardless of your OS preference.
  • System: follow the OS-level light or dark setting and switch automatically when it does.

The choice is saved as soon as you click. There's no separate Save button.

How this affects your Retrievy Index​

Workspace settings don't change the score. Timezone, assignment defaults, the deactivated-user cleanup, and the appearance toggle all change behaviour and presentation, not scoring inputs. See How the Retrievy Index is calculated for what actually feeds the number.

Troubleshooting​

Symptom: The Update Policy button does nothing and the timezone reverts when I reload. → Fix: Your role is missing Modify tenant name, timezone, and settings. The page renders, but the save action is rejected. Ask an admin to grant the permission.

Symptom: I changed the timezone but my daily digest still arrives at the old time. → Fix: The digest schedule applies to the next send, not the in-flight one. Wait one cycle. If it's still wrong after 24 hours, confirm Digest send hour is set to the value you want and that Daily assignment digest email is on.

Symptom: A finding I assigned to someone went back to the open pool overnight. → Fix: The claim was in Pending Verification for longer than Stale claim timeout (days) without a scanner-verified fix and was auto-released. Either raise the timeout, or close the verification loop by re-running the scan on that data source.

Symptom: I can't see the Clear assignments for deactivated users panel at the bottom of the page. → Fix: It requires the Force-release or reassign someone else's claim permission. Ask an admin to grant it.

Symptom: After running the cleanup, the count was zero even though I deactivated a user. → Fix: The deactivated user had no committed claims or co-assignee rows. The cleanup is a no-op for users who never claimed a finding.

Symptom: I picked System under Appearance but the theme isn't switching with my OS. → Fix: The browser tab needs a refresh after the OS-level setting changes. If it still doesn't switch, your browser may be overriding the OS preference (check browser-level dark-mode settings).