Help centre / Deleting data
Deleting data
Four things can be deleted. Each goes at once, takes its files with it, and leaves a line in the activity trail saying who did it.
What can be deleted, and by whom
A client
Who can: Admins
Where it is: The client’s Details tab › Ownership & status › Delete client
A request pack
Who can: Anyone on your team who can edit it
Where it is: Pack options (dots menu, top of pack) › Delete request pack
A person in a client
Who can: Anyone on your team who can edit it
Where it is: People › the actions beside the person › Remove person
A member of the team
Who can: Admins
Where it is: Team › the dots menu beside their name › Remove person
Every one asks you to confirm first, by name. Deleting a client takes everything inside it: its packs, their requests, the replies and the files. Deleting a pack takes its requests, replies and files. Removing a member of the team signs them out everywhere and stops them signing in; their replies, handoffs and downloads stay on record under their name, as described in Team and sign-in.
What happens to files
Removal is immediate. Rows go from the database and any file nothing refers to any more goes from the uploads folder at the same time. There is no bin to empty and no waiting period; the next download of that client will not include what was deleted.
It is recorded
Every deletion writes a row to the activity trail with who did it and when, so a client that is no longer there is still accounted for. The trail cannot be edited from the application.
Backups
Deleted data remains only inside the nightly backups. The newest 30 are kept and older ones are removed, so anything you delete has left every backup within 30 days. If something was deleted by mistake, an admin can download a backup taken before the deletion from Settings; restoring it puts back everything as it was at that moment, not just the one item, so read Backups and restore first.
Deleting is not archiving. A completed pack costs nothing to keep and still answers what you asked for last year. Complete a pack when the work is done; delete one when it was created by mistake. If you want a copy before deleting, use Download all files under the client’s Client actions.
Finding what to tidy
Under Settings, an admin’s Housekeeping section lists completed clients nobody has touched for six months, a year or two years, with the owner, the last change, and how many requests and files each holds and how much space they take. Nothing is deleted on its own. Each row has Delete client, with the same confirmation as the client page, so a business can keep to a retention rule without keeping a spreadsheet of what to remove.