Trash & Restore
Deleted records go to Trash rather than disappearing. You can see what a restore or a permanent delete would affect, put a legal hold on anything that must survive, and require approval before anything is destroyed.
Trash is reached from the sidebar. Deleting a customer, item, asset, user, or custom field definition moves it here instead of removing it, which means the everyday mistake — deleting the wrong row — is a two-click recovery rather than a support ticket.
Impact Preview: Look Before You Act
Records are connected, so restoring or destroying one is rarely a single-row decision. The impact preview on a trashed record shows what it is attached to, what would come back with it, what would be affected by a permanent delete, and any blockers standing in the way. Read it before you press anything — especially on a record that carried transactions.
Legal Holds
A legal hold marks a trashed record as something that must not be destroyed — a dispute, an audit, an investigation. While a hold is active, a permanent delete is refused, not merely discouraged. Holds are placed and released explicitly, and both are recorded.
Retention Policies
A retention policy holds trashed records until a configured date, and blocks permanent deletion until then. Retention and legal holds are separate protections that stack: a permanent delete is refused if either applies, and the screen names which one blocked it. Retention policies are configured under Settings → Security.
Approval Before Destruction
Permanent deletes can require a second person: a request is raised and then approved or rejected. That is the point of the queue — a permanent delete is the one action in the product with no undo, so it is the one worth making someone else agree to.
Everything Is Recorded
Deletion, restoration, holds, approvals and permanent removal all write to the lifecycle ledger, which can be included in an Evidence Pack and cross-checked against Audit Logs. "It was deleted" is answerable with who, when, and under what authority.
Common Questions
- I restored a record and something is still missing. Check the impact preview — related records may be trashed separately and need restoring too.
- Permanent delete is blocked. A legal hold or a retention policy is holding it. Release the hold, or wait for the retention date.
- A deleted document still appears on a report. Historical documents are meant to keep their references; deleting a customer does not rewrite last year's invoices.
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