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Users can recover accidentally deleted documents themselves in DocuWare. This is done by moving documents from document trays and file cabinets to a virtual trash bin.
This applies to delete operations
from result lists and task lists in the Web Client
of automation jobs such as deletion policies and workflows
which are triggered via the Platform Service as DocuWare interface
during file cabinet synchronization
during the transfer of documents
Documents that are in the virtual trash bin can be either restored or permanently deleted. After a fixed retention period of 30 days, the documents are automatically removed.
A restore operation returns the document to its original storage location. Unlike saving a new document, restoring does not trigger any workflows, automations, or notifications.
The trash bin is accessed in the Web Client.
All operations related to the trash bin are logged in the document history: Move to trash bin, restore, (permanently) delete.
Requirements and Licenses
Users do not need a separate permission to use the trash bin. Every user has access to the trash bin function in DocuWare Client.
The use of the trash bin is the same for DocuWare Cloud and DocuWare on-premises. Special configurations are not required.
Using the Trash Bin in the Web Client
Each user has a personal trash bin in the Web Client. Clicking Recently deleted will display a list of deleted documents from document trays and file cabinets. It does not matter whether the documents have been removed manually, by a deletion policy, by workflow, or with a self-programmed workflow.
The list columns in the overview show system data that is available for all documents regardless of their source (e.g. document name, the deleting user).
The columns can be sorted.
Documents in the trash bin can be filtered by all available columns in the listing (with DocuWare version 7.9 and later).
Both restoring and deleting can be performed for single, several selected, or all documents in the trash bin.
The remaining days until the final deletion after 30 days are displayed in a separate column of the trash bin list.
All default settings can be used immediately. No separate paper configuration is necessary.
Leave the Recently deleted view open until all documents have been removed as desired. Depending on the number of documents, this may take different amounts of time. If you close the virtual trash bin window before the deletion is complete, the deletion process is canceled. If you often need to manually remove numerous documents from the trash bin, it is recommended that you use the API.
Permissions
DocuWare's permission system also applies to documents located in the virtual trash bin. The first level of permissions defines which documents are listed in a user's trash bin. The listed documents can then be restored, permanently deleted, or viewed.
The table shows an overview of the permissions for documents in the trash bin:
Document sources and | Permissions for documents in the trash bin section | |
|---|---|---|
User sees | User may | |
File cabinets | ||
File cabinet owner | All deleted documents of the file cabinet | Restore, permanently delete, and view in the Viewer |
File cabinet user (assigned to a file cabinet profile) | Only the documents that the user has deleted | Restore and delete permanently |
User does not have permission for a file cabinet | ---- | --- |
Document trays | ||
Document tray user | All documents deleted from this document tray | Restore and delete permanently |
User does not have permission for the document tray | --- | --- |
Storage Quota and Trash Bin
Deleted documents are kept for 30 days and counted against the storage quota. This is relevant for Cloud customers, but also affects on-premises systems, for example, when hard disks have a size limit.
The quota will only be released again after the final deletion of a document. It may take some time for a deletion request to show up as an actual storage reduction.
If an organization deletes many documents and does not empty the trash bin afterward, this will fill up its storage quota. If custom tools are responsible for deleting documents, they can be customized to clean up the trash bin through the interfaces as part of their processing logic.
Restrictions for Legacy Documents
In on-premises systems, it is possible that documents in older DocuWare formats (so-called legacy documents) are deleted and restored. Despite their outdated data structures, there are only two limitations:
No change in the Changed by / Changed on fields when deleting and restoring
Viewer highlighting is lost during the restore