Who can view chat history in HipChat Server

This page provides details around who can view chat history and files in HipChat Server. 

Chat history, messages, and files

Chat messages are:

  • Stored in HipChat Server's virtual machine in the /chat_history directory
  • Viewable only by people you invite to HipChat Server (unless you've turned on guest access in rooms)
  • Accessible by your organization's administrators
  • Subject to the data security policies set by your organization

This page

Additionally, files shared in HipChat Server are:

  • Stored in HipChat Server's virtual machine in the /file_store directory
  • Accessible from obfuscated URLs on your network. These URLs are shared with people in the chat when the files are uploaded.
  • Visible to anyone on your network who has the files' URLs

Note: You can disable file sharing by logging in to the HipChat Server web UI. For example, log in to https://hipchat.fully-qualified-domain-name.com/ or https://IPv4. Then, go to Group admin > Preferences.

Chat history in rooms

Who can view chat history in rooms depends on whether the room is an open or private rooms and whether the room has guest access enabled.

Open rooms

Chat history, messages, and files in the open rooms are viewable by all people you've invited to your HipChat Server group. They can find the room and open it to view all the messages and files posted in the room.

Private rooms

Chat history, messages, and files are viewable by the members of the private rooms and by your HipChat administrators and delegated administrators. (You can change delegated administrators' access.)

Private rooms are rooms that people can join by invitation only. The room's administrator invites people to the private room. Once they've been invited, people join the room and can view all the messages and files posted in the room.

Note: HipChat administrators and delegated administrators can view the chat history and files in private rooms, but they can't join the rooms and chat without an invitation.

Rooms with guest access enabled

Room administrators can enable guest access on rooms. This allows people who aren't members of your HipChat Server group to view chat messages and files in the room. 

Any room that has guest access enabled allows anyone who can access your Hipchat Server and has the guest access URL to join and view chat messages and files. They can only view messages and files posted from the time they join the room. They cannot view chat history that occurred before they joined the room.

Note: You can disable guest access by logging in to the HipChat Server web UI. For example, log in to https://hipchat.fully-qualified-domain-name.com/ or https://IPv4. Then, go to Group admin > Preferences.

Chat history in one-to-one chats

Chats and files shared in one-to-one chats can be viewed and searched by the two people in the chats. In addition, HipChat administrators can export one-to-one chat history.

Note: You can disable one-to-one chats by logging in to the HipChat Server web UI. For example, log in to https://hipchat.fully-qualified-domain-name.com/ or https://IPv4. Then, go to Group admin > Preferences.

Chat history retention settings

If you're an admin, you can choose how much chat history HipChat stores globally or on a room by room basis. 

  • To set history retention globally head to Group admin > Preferences and then scroll down to Data Management.
  • To set it for a particular room head to Group admin > Rooms > select the room > History retention

You can choose from three history retention levels:

  •  Store all history - this is the default. HipChat Server retains all chat history for your group. 
  • Store no history - HipChat will stop retaining new chat messages. New files and links people share in rooms will show in the Files and Links lists. If you had existing chat messages before you switched to retaining no history, HipChat will hide those messages. Any files and links people previously shared continue to show in the Files and Links lists.
  • Store messages by age - HipChat will delete any chat messages, files and links older than the age you specify (from 7 days to 365 days).  For example, if you choose to store 90 days of chat history, HipChat deletes all messages, files, and links older than 90 days. The deletions happen nightly. 

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