Recycle bin
Overview
Deleting removes nothing immediately in this system. Deleted records move to the recycle bin and stay restorable there for 30 days.
That is why an accidental deletion is not an emergency — as long as it is noticed within the period. After that the entry drops out of the list; the recycle bin is a deadline, not an archive.
Core tasks
Find what was deleted. The list shows type, label, deletion time and the person who deleted it. All types filters down to one kind of data when the list is long.
Restore. Restore brings the record back right away — without a confirmation, because nothing is lost by it. The record then reappears in its original place; if it was a slip, simply delete it again.
Undo right after deleting. Customers, contacts, leads, deals, projects, tasks, tickets, quotes, contract drafts, products, milestones, files and folders, knowledge articles, employee documents, website collection items, time entries and CRM activities are deleted without a confirmation: the record lands here immediately, and a notice with Undo appears at the bottom for five seconds. Clicking it is the same as Restore in this list — the record is back in its place. After that it stays restorable here for the usual 30 days. Whatever does not go to the recycle bin is deleted for good and is therefore still confirmed beforehand.
Files come back with their content. A deleted file keeps its content and preview images in the recycle bin — once restored, it opens again right away. If its folder is now in the recycle bin itself, the file lands at the top level of the file storage. Only after the 30 days does the nightly storage clean-up release the content.
Discarded tickets. Tickets discarded as noise in the inbox are listed here as well and can be brought back.
Employee documents come back with their file. The file goes to the recycle bin together with the document and returns with it. Exception: once the document's retention period has expired, data protection requires the deletion — it is then final, confirmed beforehand and does not appear here.
Time entries only come back where they still belong. Drafts and submitted entries land here. If the week has been approved in the meantime, only someone allowed to correct other people's time can bring them back. Invoiced and locked entries cannot be deleted at all — that is what the reversal is for. A deleted approved entry is gone for good.
Collection items come back with their status. A published item is reachable at its address again right away. If another item has taken the same address in the meantime, it stays here until you free the address.
CRM activities come back together with the appointment in the owner's calendar.
Keep an eye on the deadline. The deletion time in the list is the start of the 30 days. Looking in regularly catches mistakes before the deadline settles them.
Fields in detail
The recycle bin has no input mask. It shows deleted records (TrashItemResource), can be filtered by data type and offers exactly one action: restore. It takes no input.
| Element | Field | What it means |
|---|---|---|
| Type | typeLabel | Which kind of data it is, in plain words. |
| Type key | entityType | The technical key of the same data type. It appears in the filter above the list and, together with ulid, forms the address of the restore. |
| Name | title, subtitle | What identifies the record — the title and, where present, an addition. |
| Deleted at | deletedAt | When it was deleted. This moment starts the 30 days. |
| Deleted by | deletedBy | Who deleted it; empty where that can no longer be established. |
| Restored | restored | Appears only in the restore response and reports that it succeeded. |
Above the list sits a filter on the data type; it corresponds to the type parameter of the interface. Only data types that actually occur in the list are offered.
After 30 days the entry disappears from this list. That is not the same as "deleted for good": the record stays on file marked as deleted and is merely no longer reachable through the application. It is truly removed or anonymised only by a retention rule — the recycle bin is a grace period against mistakes, not an erasure procedure.
Deleting here first means hiding. A deleted record disappears from lists, search and reports but remains referenceable — which is why an old invoice keeps its customer even after that customer was deleted.
Settings & permissions
- The page has no permission of its own. It opens for every permission that unlocks a data type of the
recycle bin — someone who may only delete their own time entries or HR documents finds them here again. Without any such permission, the page and its tile in the settings are missing.
- Every kind of data hangs off its own permission. A data type appears in the list only if you
hold its management permission in at least one brand — and then only with the rows of those brands. Two people therefore see different amounts without anything being missing.
- Which permission belongs to which kind of data: quotes
finance.quote.edit, contract drafts
contract.contract.terminate, products products.catalog.manage, files and folders platform.file.manage, milestones projects.project.edit (in the project's brand), tickets tickets.ticket.edit, knowledge articles knowledge.article.delete (in the space's brand), employee documents hr.document.manage (cross-brand like the personnel file), collection items site.collectionitem.manage (in the website's brand), time entries time.entry.delete_own for your own drafts or time.entry.edit_any for other people's time, CRM activities crm.activity.manage. It is always the same permission that deleting requires.
- What you may not see, you cannot bring back either. Confidential files require the permission
for confidential files, files of private tasks and projects stay reserved to their circle, and so do milestones of private projects.
- 30 days, system-wide. The period applies equally to every kind of data.
- Who deleted it is shown. Where the column is not enough, the
audit log records the operation with its prior state and actor — also when an automation or the AI did the deleting.
- After the period the application no longer helps. The record cannot be brought back through
any screen; only the backup remains. It is truly removed only by a retention rule.
FAQ & troubleshooting
A deleted record does not appear in the recycle bin. Two causes are likely: the 30 days have passed, or that kind of data is not soft-deleted — some things are removed immediately and without a recycle bin.
Restoring fails. Usually something the record refers to is missing and has itself been deleted meanwhile — such as an article's knowledge space, an item's collection or a time entry's task. Restore the parent first, then the child. Two further reasons: the address of a collection item has been taken in the meantime, or the week of a time entry has been approved.
I cannot see the recycle bin — or it shows less than for colleagues. Then you hold the matching permission for no data type — or you lack the management permission of the missing data type. Everyone only sees the data types of their own permissions.
Can we extend the 30 days? The period is set system-wide. Where statutory retention is the concern, the recycle bin is the wrong tool anyway — retention policies exist for that.