Overview
The Trash holds deleted records before permanent removal. This provides a safety net for accidental deletions and allows recovery of data within a retention period.Deleted records remain in Trash for a configurable period before automatic permanent deletion. Restore records before this period expires.
When to Use Trash
Access Trash to:- Recover Deleted Records - Restore accidentally deleted items
- Review Deletions - See what has been deleted recently
- Permanent Deletion - Remove records permanently
- Compliance - Ensure proper data disposal
- Clean Up - Empty trash to free up space
Trash Contents
The Trash contains deleted records from:Trash Record Information
Each deleted record shows:Restoring Records
1
Navigate to Trash
Go to Administration > Trash
2
Find Record
Search or browse for the deleted record
3
Select Record
Choose the record(s) to restore
4
Click Restore
Restore selected records
5
Verify Restoration
Confirm record is back in the system
Restoration Considerations
When restoring records:- Related Records - Relationships may need reconnecting
- References - Other records may have been updated
- Duplicates - A replacement may have been created
- Permissions - Verify you can restore that record type
Permanent Deletion
Automatic Permanent Deletion
Records are permanently deleted after:Manual Permanent Deletion
To delete permanently before retention period:1
Navigate to Trash
Go to Administration > Trash
2
Select Records
Choose records to permanently delete
3
Click Permanent Delete
Initiate permanent deletion
4
Confirm Deletion
Confirm you want to permanently delete
Empty Trash
To delete all items in trash:- Click “Empty Trash”
- Confirm the action
- All records are permanently deleted
Empty Trash is typically restricted to administrators. This prevents accidental mass deletion.
Retention Settings
Configuring Retention
Retention Best Practices
- Set retention based on recovery needs
- Consider compliance requirements
- Balance storage costs vs recovery needs
- Document retention policies
Searching Trash
Search Options
Finding Specific Records
- Apply type filter if you know the record type
- Search by name or ID
- Filter by deletion date if known
- Check “Deleted By” if you know who deleted it
Audit Trail
Deletion Logging
All deletions are logged with:- Who deleted the record
- When it was deleted
- From where (module)
- Record details
Restoration Logging
Restorations are logged with:- Who restored the record
- When restored
- How long it was in trash
Compliance
Logs support:- Audit requirements
- Compliance reporting
- Security investigations
- Change tracking
Best Practices
Review Before Deleting
Review Before Deleting
Check records carefully before deletion. Prevention is better than recovery.
Check Trash Regularly
Check Trash Regularly
Periodically review trash for accidentally deleted items before they’re permanently removed.
Set Appropriate Retention
Set Appropriate Retention
Configure retention periods based on your recovery needs and compliance requirements.
Limit Delete Permissions
Limit Delete Permissions
Restrict who can delete records. Fewer people with delete access means fewer accidents.
Don't Use as Archive
Don't Use as Archive
Trash is for recovery, not archiving. Don’t delete records to “archive” them.
Document Policies
Document Policies
Document your retention and deletion policies. Ensure compliance with regulations.
Common Questions
Can I restore records after the retention period?
Can I restore records after the retention period?
No. Once permanently deleted, records cannot be recovered. Restore before the retention period expires.
Does trash count against storage?
Does trash count against storage?
Yes, deleted records in trash still consume storage. Empty trash to reclaim space.
Can I export records from trash?
Can I export records from trash?
Typically no. Restore records first, then export from the main system.
Who can access trash?
Who can access trash?
Depends on permissions. Typically administrators and users with restore permissions.
Can I bypass trash and delete immediately?
Can I bypass trash and delete immediately?
If configured, some deletions can bypass trash. This is typically restricted for safety.
Related Documentation
User Management
Delete permissions
System Settings
Retention configuration
Export
Exporting before deletion
Profiles
Permission configuration