Trash & Retention

Deleting a document is a soft delete — it moves to the Trash instead of being destroyed, so it can be recovered.

How it works

• Deleting a document (from its page) moves it to the Trash. It immediately disappears from spaces, search, AI answers, and the review queue.
• The Trash is in the sidebar (a 🗑️ link with a count), available to Editors and up.
• From the Trash you can:
  • Restore a document back to its space (Editors and up).
  • Delete forever — a permanent, irreversible removal (Admins only).

Deleting a published document still requires an Approver or Admin, just like before.

Retention

Admins set how long trashed documents are kept in Settings → Workspace → Trash retention (0–3650 days, default 30). Documents older than the window are permanently purged automatically (the check runs whenever the Trash is opened). Set the value to 0 to keep trashed items until they’re deleted by hand.

The scheduled purge and the per-item purge date are shown in the Trash so you always know when something will be removed.

Purging a document that has read confirmations keeps the text of every version those confirmations cite in an archive, so the compliance record stays verifiable after the document is gone. Since 1.12.0 the automatic purge never removes such a document: its row shows a chip, “Retired policy · 42 confirmations on record” (or “Policy · 42 confirmations on record”), and “kept until deleted forever” in place of a purge date, and only Delete forever removes it.