Using the Recycle Bin

The recycle bin holds files that have expired or were deleted from Document. To open the recycle bin, click Recycle Bin on the button bar.

Your firm can limit the size of the recycle bin. Staff members with permission to permanently delete files receive a notification if the recycle bin size exceeds that limit. They also receive a notification if the files being deleted are larger than the amount of space available in the recycle bin.

The User Deleted and Expired tabs display files in a paginated format that defaults to 2,000 results per page. You can adjust the preferred number of results at the bottom of the window. If you adjust the number of results, your selection is retained for the next time you open Recycle Bin.

ClosedSearch for a file in the recycle bin.

  1. Click the tab you want to search.

    Note: Search is only available for the User Deleted and Expired tabs.

  2. In the Search section, use the drop-down list to select the Closedfield to use as search criteria.

    The available search fields are:

    • Entity ID
    • Entity Name
    • Client Responsible Staff
    • Deleted by
  3. Either select or enter the search term in the Search text box.
  4. Click Search.
  5. If needed, you can Closedgroup, sort, or filter the search results.
    • To group, drag the header for the column you want to group by above the grid.
    • To sort, click the column name in the header row for the column you want to sort results by.
    • To filter, click the icon above the grid, then select the filter criteria.

ClosedDelete files from the recycle bin.

Your rights determine if you can permanently delete files from the recycle bin. You have the option to delete files manually using one of the procedures below. A staff member with the Recycle bin options permission can also set the recycle bin options so that files are purged automatically.

To delete all files from the recycle bin:

  1. Click Recycle Bin on the Document button bar.
  2. Click Empty Recycle Bin.
  3. Enter Empty in the text box.
  4. Click Yes to confirm that you want to delete all files.

To delete a single file in the recycle bin:

  1. Click Recycle Bin on the Document button bar.
  2. Locate the file to be deleted on one of the Closedtabs. If needed, you can use the search process described above.
    • User deleted. Lists files deleted manually by a staff member.
    • Expired. Lists files deleted automatically based on their expiration dates.
  3. Right-click the file, and then select Delete.

    4. Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH Axcess™ for more information.

  4. Click Yes to confirm that you want to permanently delete the file.

ClosedRestore files from the recycle bin.

Depending on the rights assigned to you, you may be able restore files from the recycle bin to Document.

Use the following procedure to restore all files listed on the User deleted and Expired tabs.

  1. Click Recycle Bin on the Document button bar.
  2. Click Restore Recycle Bin.
  3. Enter Restore in the text box.
  4. Click Yes to confirm that you want to restore the files.

To restore a single deleted file, do the following:

  1. Click Recycle Bin on the Document button bar.
  2. Locate the file to be restored on one of the Closedtabs.
    • User deleted. Lists files deleted manually by a staff member.
    • Expired. Lists files deleted automatically based on their expiration dates.
    • Cloud purge restore. Lists files that have been deleted from the recycle bin or automatically purged within the last 90 days and can be restored.
  3. Right-click the file and select Restore.

    4. Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH Axcess™ for more information.

  4. Click Yes to confirm that you want to restore the file to its previous location.

ClosedExplain the recycle bin tabs.

Files that have been deleted display on the following tabs:

  • User deleted. Lists files deleted manually by a staff member but not yet permanently deleted.To print or export the list, right-click the grid and select Print or Export.
  • Expired. Lists files deleted automatically based on their expiration dates but not yet permanently deleted. To print or export the list, right-click the grid and select Print or Export.
  • File deletion log. Lists files that have been deleted from the recycle bin within the last 365 days. To print or export the list, right-click the grid and select Print or Export.
  • Cloud purge restore. Lists files that have been deleted from the recycle bin or automatically purged within the last 90 days. These files can still be restored. The default administrator must be logged in to enable this tab.

    Note: If cloud purge restore is not enabled, or if it is enabled, but 90 days have passed since the files were deleted from the recycle bin, the files are permanently deleted and cannot be restored. CCH Support cannot retrieve permanently deleted files.

When files are initially deleted from Document, they are listed on either the User deleted or Expired tab, depending on how they were deleted. You can delete those files by emptying the recycle bin or by selecting individual files for deletion.

Once a file has been deleted from the recycle bin or purged using the automatic purge option, it is listed on the Cloud purge restore tab for 90 days. During those 90 days, the file can be restored to the recycle bin. After 90 days, the file is removed from this tab and can no longer be restored. The audit trail activity reports record information about purged files that have been restored.

The metadata for deleted files continues to display on the File deletion log for 365 days after the files are deleted from the recycle bin or automatically purged.

Note: If your firm uses the automatic purge option, the recycle bin empties at regular intervals without additional staff interaction. We recommend that you inform all staff members of the purge schedule.

ClosedExplain the other recycle bin components.