Deleting and restoring (Trash)

Deleting is reversible. Nothing you delete inside a workspace is destroyed at the moment you delete it, and nothing is destroyed later just because time passed. Permanent erasure is always something a person explicitly chooses.

1. 1

   What happens when you delete

   The record moves to Trash with everything attached to it, and it stays there for 30 days. Attached means the things that only exist because that record does: a task takes its subtasks, checklist items, logged time and custom field values; an invoice takes its lines, payments and reminders; a project takes its tasks, risks and budget lines. Deleting a project or a company used to fail outright when there was work under it. It no longer does, and the work comes back with it.

2. 2

   Deleting several at once

   Select rows in any list and use Delete. It runs as one operation rather than one row at a time, so it cannot half-finish and leave the list in a state you did not ask for. Selecting a parent and one of its children together is fine: both go, and both come back together. Two limits apply, and the app says so rather than silently doing less: 100 items in one go, and 1,500 attached records across that whole operation. A single record on its own can carry up to 3,000. The numbers are measured, not chosen: past them the operation takes longer than a web request is allowed, so a bigger cap would mean a timeout instead of a sentence. Delete in batches and nothing is lost.

3. 3

   Restoring

   Open Trash, find the item, and Restore. It asks you to confirm and tells you how many attached records are coming back with it. If an attached row cannot be put back - something outside it was deleted in the meantime, or another record now holds a name or number it needs - the record and the rest of its attachments still restore, and we record what was skipped. An item is never stuck in the bin. If a restore looks short, ask us and we can tell you exactly what did not land.

4. 4

   Who can restore

   The person who deleted it, and any workspace owner or admin. Owners and admins see a Workspace trash tab listing what everyone else deleted and who deleted it, so a manager can undo a team member’s mistake, and nothing is stranded when the person who deleted it has left. A member sees only their own deletions.

5. 5

   Removing it from your Trash

   Remove does not destroy anything. It moves the item down one tier: out of your Trash and into your workspace bin, where an owner or admin can still restore it for 60 days. Removing it from there moves it again, into our recoverable archive. That is the last tier, and only our support team can take anything out of it. Time does the same thing on its own if nobody touches it: 30 days in your Trash, then the workspace bin, then the archive.

6. 6

   Deleting for good

   There is no button in the product that destroys a record on the spot, and that is deliberate: erasing the last copy is a support action, so ask us and we will do it. Clear my trash is not that. It moves everything YOU deleted down one tier into the workspace bin, and only what you deleted, not your colleagues’ items or your other workspaces.

7. 7

   Who deleted what

   Every deletion is recorded with the name of the person who made it, for every kind of record, and the name is stored at the moment of the delete rather than looked up later - so it still reads correctly after they leave the workspace. Each item also carries its own history: who deleted it, who moved it out of a bin, when, and between which tiers. Hover the date in Trash to see the whole chain. Owners and admins can see all of it for their workspace.

8. 8

   Working through a full bin

   Trash is a list like every other list: search it, filter by kind of record, by who deleted it, or by which tier it is in, sort by any column, and pick the columns you want to see. Tick several rows and Restore, Remove or Erase them together in one action rather than one at a time. Restore takes up to 100 items and 1,500 attached records in one go, the same limits as a bulk delete, and says so rather than starting and failing. If part of a selection cannot be put back, we tell you which part and why instead of giving you a number.

9. 9

   Finding it later

   The Activity log (Settings, or /audit) is the searchable record. Filter by person, by kind of record, or by date, and every deletion, tier move, restore and erasure is there with the words for what actually happened: "Moved to Trash" is recoverable, "Erased for good" is the only one that is not. Export the filtered set if you need it outside the app.